Administration & Facilities Coordinator

Job Description

Job Description

Administration & Facilities Coordinator

Your attention to detail, strong organizational skills, and willingness to jump in wherever needed make you a critical part of our team. You enjoy variety in your day and take pride in keeping both people and facilities operating smoothly.

One day you may be processing payroll, reconciling invoices, and updating ISO documentation. The next, you may be coordinating a contractor, mowing the lawn, troubleshooting a facility issue, or performing routine inspections at one of our company locations.

This position combines administrative support, payroll administration, vendor coordination, and hands-on facility maintenance. The ideal candidate is organized, dependable, mechanically inclined, and enjoys solving problems.

This position reports to the VP of Finance and supports several functions within the Finance Pillar, including Finance Administration, Human Resources, Legal Administration, and Building & Maintenance.

About PartsBadger:

PartsBadger is transforming the way people source their manufactured parts by blending technology with manufacturing. PartsBadger has been awarded a number of accolades including:

• Ozaukee County Business of the Year - 2022
• US Congressional Commendation, Wisconsin Senate Citation, and Mayoral Proclamation
• Future 50 Winner - 2020, 2021, 2022, 2023
• 2020 Inc.5000
• #525 in fastest growing company in the US
• #23 in the US in Manufacturing
• #8 in Wisconsin Overall
• Wisconsin Manufacturer of the Year Honoree - 2020
• ESGR Patriotic Employer
• MMAC Focus on Future - Finalist - Innovation - 2021
• MMAC Focus on the Future - Winner 2020
• BizTimes Bravo IQ - 2019
• MMAC Future 50 - Honoree - 2019
• Scaleup Milwaukee - Innovation - 2018
• 43% Average Annual Growth Rate

Work Environment:

PartsBadger is a relaxed, casual work environment located in Cedarburg, WI. Featuring fully stocked snack/beverage rooms, a 5-hole disc golf course, and a telepresence robot, our location boasts 15,000 sq. ft that blends collaborative spaces, “clean spaces” for independent projects and production space. We continue to develop the layout of our office for idea generation and collaborative work.

Day-to-Day Finance & Administrative Support

• Answer customer inquiries related to invoices, statements, and account questions.• Review, process, and send customer invoices.• Complete accounts payable responsibilities including invoice reconciliation, payment processing, and vendor communication.• Assist with customer paperwork requests, including NDAs and other compliance documentation.• Maintain and organize company records and documentation.• Support finance-related projects and administrative initiatives as assigned.• Provide exceptional internal and external customer service.• Maintain confidentiality when handling employee, payroll, and financial information.

Payroll Administration

• Process bi-weekly payroll and maintain payroll records.• Review employee timecards and assist with payroll-related inquiries.• Maintain payroll documentation and support compliance requirements.• Coordinate payroll-related administrative tasks with management and employees.• Assist with employee onboarding and personnel record maintenance as needed.

ISO & Compliance Support

• Maintain and organize ISO-related documentation, including filing, updating, and maintaining compliance standards.• Support audit preparation and documentation requests.• Ensure records are accurate, organized, and readily accessible.• Assist with document control and continuous improvement initiatives.

Facilities & Building Support

• Perform routine facility inspections and identify maintenance needs.• Complete basic facility repairs and general building upkeep.• Perform furniture assembly, minor repairs, and other maintenance tasks.• Maintain clean, organized, and professional work environments.• Coordinate lawn care, landscaping, snow removal, and seasonal property maintenance.• Assist with inventory management of maintenance supplies and facility-related materials.• Monitor building conditions and proactively identify areas requiring attention.

Vendor & Contractor Management

• Coordinate service providers, contractors, and vendors across multiple facilities.• Obtain quotes and schedule facility repairs and maintenance services.• Monitor contractor performance and ensure work is completed satisfactorily.• Maintain maintenance records and vendor documentation.• Assist with facility improvement and repair projects.

Multi-Site Facility Support

• Travel between company facilities to perform inspections, maintenance activities, and administrative support.• Ensure both locations maintain a safe, organized, and professional appearance.• Coordinate maintenance activities across multiple facilities.• Serve as the first point of contact for facility-related issues and emergencies, resolving issues directly when possible or coordinating outside support when necessary.

Required Qualifications

• 2+ years of experience in office administration, facilities coordination, maintenance support, accounting support, or a related field.• Strong organizational skills and attention to detail.• Strong computer skills and proficiency with Microsoft Office and Google Workspace.• Ability to manage multiple priorities and work independently.• Strong communication and customer service skills.• Mechanical aptitude and comfort performing basic maintenance tasks.• Ability to maintain confidentiality.• Valid driver's license and acceptable driving record.• Ability to travel between company facilities as needed.

Preferred Qualifications

• Experience processing payroll.• Experience with accounting software, payroll software, and CRMs.• Experience with accounts payable and invoicing.• Experience maintaining ISO documentation.• Experience in a manufacturing or industrial environment.• Forklift certification or ability to obtain certification.

Physical Requirements

• Ability to lift up to 50 pounds.• Ability to walk, bend, kneel, climb ladders, and perform routine maintenance tasks.• Ability to work indoors and outdoors in varying weather conditions.• Ability to safely operate lawn care, snow removal, and basic maintenance equipment.

Fringe Benefits

• Free Lunches Daily• Complimentary Fully Stocked Snack Bar• Professional Development Plan

Does This Sound Like The Place For You?

Are you the type of person who notices problems and solves them? Do you enjoy a mix of office administration and hands-on work? Can you switch from processing payroll in the morning to coordinating a contractor or completing a facility project in the afternoon?

If you take ownership, enjoy variety, and want to help keep a growing company running smoothly, we'd love to hear from you.