Administrative Coordinator

On-Site Full Time

Summary:

The Administrative Coordinator serves as a trusted partner to the Facilities Engineering leadership team, providing administrative, security coordination, purchasing, and operational support. The role manages critical day-to-day processes, coordinates communications, maintains documentation, and supports the smooth execution of security and procurement activities.

Job Responsibilities:
Provide administrative support to Facilities Engineering leadership and serve as a primary point of contact for routine requests.
Manage calendars, schedule meetings, coordinate logistics, and prepare meeting materials.
Coordinate badge requests, visitor access, building access changes, and visitor management processes.
Maintain security records and reporting, track request status, communicate updates, and escalate approvals, exceptions, and incidents.
Own the purchase requisition process, including preparing requisitions, coordinating approvals, obtaining vendor quotes, and supporting purchasing activities.
Monitor purchase orders, delivery schedules, and vendor communications.
Prepare and distribute presentations, reports, meeting minutes, correspondence, and other business documentation.
Maintain SharePoint sites, procedures, forms, and reference materials; support audits, inventory reviews, and fixed asset reporting.
Coordinate onboarding logistics for employees, contractors, and interns.
Support leadership meetings, employee events, executive and customer visits, and special projects.

Education/Experience :
Associate's or Bachelor's degree preferred, or an equivalent combination of education and experience.
5-10 years of administrative, operations coordination, executive support, or related experience.
Experience supporting leadership in a manufacturing, facilities, engineering, or operations environment is strongly preferred.

Education & Experience Required:
Years of experience: 5-10 years
Degree requirement : associate or bachelor's degree preferred; equivalent education and experience considered. High school diploma required.
Internships accepted as job experience : Yes, when combined with relevant administrative or operations experience.
Comparable roles : Administrative Coordinator, Executive Assistant, Administrative Assistant, Operations Coordinator, Office Manager, Facilities Coordinator, Project Coordinator, or Business Support Specialist.

Top 3 Skills :
1. Administrative and organizational coordination
2. Procurement and purchasing support
3. Communication and stakeholder management

Additional Technical Skills :
Required : Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. (managing these pieces is critical)
Desired : Purchase requisition systems, iLobby or similar visitor management systems, access control and badge systems, and records management systems.

Soft Skills :
Required : Organization, written and verbal communication, attention to detail, customer service, discretion, independent work, and management of multiple priorities.
Desired : Proactive problem solving, initiative, project coordination, and leadership support experience.

Notes :
Monday-Friday, 7 : 00 AM-3 : 30 PM. Occasional support outside normal hours may be required for leadership meetings, customer visits, employee events, or security-related activities.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status