Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

The Administrative Coordinator will ensure effective and efficient administrative operations in accordance with VSP Quality Program.

Essential Functions

• Maintain the function of the Order Fulfillment Inbox, including printing orders, transfers, and supply requests from other VSP branches.
• Manage and maintain document retention for sales orders and perform routine audits to ensure records are accurate, complete, and compliant.
• Maintain adequate inventory of office, janitorial, conference room, trade show, clothing, and other consumable supplies; coordinate replenishment needs with Purchasing and support annual clothing orders and employee allowances.
• Manage the canteen services agreement, including coordinating service needs, addressing issues, and maintaining related records and communications.
• Check, sort, and distribute incoming mail; coordinate outgoing mail; and update phone messages, greetings, and related communications to ensure accurate and timely information is provided.
• Communicate the on-call schedule to appropriate employees and departments and assist with updates or schedule changes.
• Coordinate meeting and visitor needs, including meals, snacks, beverages, reservations, travel accommodations, greetings, and direction to the appropriate contact or location.
• Support onboarding by greeting new employees, visitors, and contractors and helping ensure a professional and welcoming experience.
• Ensure contractors receive required safety training, complete applicable compliance requirements, and follow sign-in and sign-out procedures while on site.
• Manage, maintain, and compile data needed for EH&S reporting, including accurate recordkeeping and timely submission of required information.
• Lead company events by serving as the champion of the Engagement Committee, coordinating activities that support employee engagement and a positive workplace culture.
• Assist departments with various administrative needs, including coordinating requests, supporting documentation, and helping ensure timely follow-up.
• Maintain positive working relationships with employees to promote cooperation, morale, productivity, efficiency, and effectiveness.
• Project a favorable image of the company to promote, foster, and enhance public recognition of the company and its products and services.
• Adhere to all company Health, Safety, and Environmental policies and procedures as outlined in the VSP Health & Safety Manual, and actively contribute to maintaining a safe, compliant, and environmentally responsible workplace.

Competencies 

• Customer-focused
• Communication proficiency
• Proficient in Microsoft Word, Excel, and Outlook
• Proficient in arithmetic functions
• Ability to work independently and as a member of a team
• Time management
• Organization skills
  

Experience / Education

1. High School Diploma or equivalent
2. Experience relating to job duties
3. Advance MS Office Experience
4. A valid driver’s license
5. 2-4 Year college degree in business or related field (Preferred)
6. Advanced experience in shipping/receiving in a distribution/fabrication environment (Preferred)

VSP Technologies provides equal opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, marital status, political affiliation or veteran status. For applicants or employees who are disabled or require a reasonable accommodation for any part of the application or hiring process may request assistance by contacting Human Resources at View phone number on us.fitly.work.

Job Type: Full-time, Monday–Friday, 8:00 a.m. to 5:00 p.m. 

Benefits:

• 401(k) plus company match
• Health, Dental, and Vision Insurance
• Short- & Long-Term Disability
• Life Insurance
• Paid time off
• Paid Holidays
• Tuition reimbursement