Administrative Support Specialist

Administrative Support Specialist

We are seeking a highly organized, proactive, and service-minded Administrative Support Specialist to serve as the operational backbone of our Waco facility. This role functions as the central hub ensuring training programs, travel logistics, meetings, plant activities, and daily administrative operations run seamlessly, professionally, and on schedule.

The ideal candidate is a true self-starter—someone who does not wait to be told what to do, but instead anticipates needs, identifies priorities, and directs their own work with confidence and sound judgment. You naturally bring structure to complexity, create systems to stay organized, and manage multiple moving parts without losing attention to detail.

You thrive in a fast-paced environment where coordination, communication, and execution matter. You are comfortable owning end-to-end logistics for training events and company meetings, including travel coordination, vendor management, scheduling, materials preparation, and follow-through. You think critically, solve problems before they escalate, and maintain a professional presence when interacting with executives, employees, and external partners.

Most importantly, you take pride in being the person who keeps everything running smoothly. If you are highly organized, decisive, dependable, and energized by ensuring operational excellence behind the scenes, this is the perfect opportunity to make a meaningful impact.

In this highly visible role, you will directly support leadership, HR, sales, operations, and plant teams—playing a key part in creating exceptional training experiences, supporting employees and visitors, and maintaining the professional presentation of the facility. You will streamline planning processes, coordinate events, support onboarding, and ensure that the Waco plant operates at its best every day. Your impact will be immediate and meaningful—helping create a world-class environment for employees, trainees, customers, and business partners.

Uzin Utz North America, Inc. is a leader in flooring installation systems and a North American subsidiary of Uzin Utz SE, based in Ulm, Germany. Since 1911, Uzin Utz SE has been a global innovator in product systems for flooring installation and maintenance. We are committed to fostering a culture of safety, sustainability, and operational excellence across all levels of our organization. In the United States and Canada, Uzin Utz North America offers its products under the renowned UZIN, WOLFF, and PALLMANN brand names, delivering industry-leading solutions for flooring professionals.

The Administrative Support Specialist is a highly organized, hands-on professional responsible for owning and executing the end-to-end coordination of the Training Schools, plant events, administrative operations, and activities at the Waco facility. This role ensures a seamless experience for employees, visitors, trainees, and vendors by proactively managing calendars, logistics, facility readiness, communications, and supporting documentation. Serving as the welcoming face of the facility, greeting visitors and employees, this position plays a critical role in maintaining smooth day-to-day operations, upholding professional presentation standards, and enabling cross-functional collaboration.

Key Responsibilities:

• Own the full lifecycle of Training Center events: planning, scheduling, logistics, execution, and post-event follow-up.
• Manage the Training Center/Classroom Calendar and Quako Event Page to ensure accurate scheduling.
• Coordinate meals, travel, off-site activities, classroom materials, swag, and certification forms.
• Prepare and distribute marketing literature and training documents.
• Set up rooms with AV, sound, furniture, hospitality items, and event supplies.
• Create attendee name badges and assemble gift bags.
• Manage event setup and cleanup: tables, chairs, tablecloths, food warmers, and supplies.
• Schedule plant tours; manage headset sanitation and distribution.
• Document and maintain training procedures, workflows, and best practices.
• Serve as the face of the Waco plant—greeting visitors and supporting employees across all departments.
• Monitor visitor entry/exit, ensure sign-in compliance, and manage gate/badge access.
• Create, issue, track, and deactivate access badges; maintain badge inventory.
• Issue and track two-way radios to ensure accountability.
• Create flyers for plant events and announcements.
• Coordinate facility contractors for repairs and maintenance.
• Support company vehicle scheduling, maintenance, and logistics.
• Provide on-site notarization services (as applicable).
• Run local errands to support operational needs.
• Maintain kitchen, lobby, and common area cleanliness.
• Load/unload dishwasher; wash dishes; manage towels/tablecloths and dry cleaning.
• Monitor and order office supplies, drinks, snacks, water, and coffee condiments.
• Stock refrigerators and ensure meeting spaces are presentation-ready.
• Check mailbox daily; manage incoming/outgoing mail and packages.
• Retrieve shipments, process returns, and make post office runs as needed.
• Assist with new hire onboarding in coordination with HR and plant leadership.
• Enter new employees into the time clock system to ensure accurate timekeeping.
• Manage training school and office inventory; request POs for uniforms and supplies.
• Support month-end administrative duties and financial reporting.
• Prepare and reconcile monthly expense reports.
• Other duties as assigned – Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications/Experience/Competencies:

• Preferred: Associates, Bachelor's degree in Business Administration, Communications, or a related field
• 4+ years of experience in administrative operations, office management, or coordination roles with responsibility for cross-functional areas such as reception, event logistics, or travel administration.
• Experience coordinating travel, end to end training event planning, meetings/company events planning and execution, including handling associated communication.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Professional presence with the ability to interact effectively with executives, employees, and external stakeholders.
• Ability to work independently, take initiative, and demonstrate sound judgment in a fast-paced environment.

Benefits:

• Competitive salary and comprehensive benefits program
• Medical/Dental/Vision Insurance– with generous employer cost share
• Employer Paid Life, Short-term and Long-term Disability Insurance
• Accident, Hospital Indemnity, Supplemental Life Insurance Options
• 401(k) Plan with Employer Match and 100% vesting
• 3 Weeks of Paid Time Off (PTO) Annually
• 11 Paid holidays for 2026

Uzin Utz North America is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Due to the high volume of applications, only those qualified for the position will be contacted.