Administrative Assistant

Quanta Manufacturing Nashville; La Vergne (TN); On-site; USD 26,000 - 34,000; Full time

Job summary

GOEBEL FIXTURE COMPANY in La Vergne, TN seeks an Administrative Coordinator (Site Admin Lead) to serve as the central admin resource. You will manage vendor interactions, site services, and administrative processes while aligning with purchasing and financial controls.

This first administrative hire will establish scalable systems, oversee food services, vendor incentives, and office operations to support future team growth and efficiency.

Qualifications

• 3–7 years of administrative experience.
• Strong organizational and communication skills.
• Experience with Microsoft Office.

Responsibilities

• Food Services & Catering: manage lunch ordering and catering services for the site.
• Vendor Spiff / Incentive Management: track incentives and ensure fair distribution.
• Admin Support to Purchasing & Finance: assist vendor coordination and invoice routing.
• Site Coordination & Office Operations: manage conferences, onboarding, supplies.
• Facilities Support: handle workspace setup and facility-related admin issues.
• Event Coordination: organize site events and employee engagement activities.
• Data Tracking & Reporting: maintain logs and provide leadership reports.
• Process Development: document scalable admin processes aligned with controls.

Skills

Organizational skills

Communication skills

Vendor coordination

Tools

Microsoft Office

Job description

• Base Pay $19.00 - $25.00 / Hour
• Employee Type Full Time Non-Exempt

Contact information

Description

Job Description: Administrative Coordinator (Site Admin Lead)

Reporting Structure

Reports To: Purchasing Manager
Indirect Reporting: Controller
Department: Finance / Administration

Position Summary

The Administrative Coordinator serves as the central administrative resource for QMN. This role is responsible for vendor interactions, site services, and administrative processes while maintaining alignment with purchasing and financial controls. As the first hire in the administrative function, this individual will establish scalable systems and processes to support future team growth.

Key Responsibilities

Food Services & Catering:
- Manage department lunch ordering and catering services
- Maintain vendor relationships
- Track and control spending

Vendor Spiff / Incentive Management:
- Track and log vendor-provided incentives
- Maintain accurate distribution records
- Ensure fair and compliant allocation

Admin Support to Purchasing & Finance:
- Assist Purchasing Manager with vendor coordination
- Support invoice routing and documentation

Site Coordination & Office Operations:
- Manage conference rooms and visitor coordination
- Support onboarding logistics
- Oversee office supplies and vendors

Facilities Support:
- Coordinate facility-related administrative issues
- Assist with workspace setup and changes

Event Coordination:
- Organize site events, meetings, and employee engagement activities

Data Tracking & Reporting:
- Maintain logs for travel, catering, vendor incentives, and supplies
- Provide reports for leadership review

Process Development:
- Build and document scalable administrative processes
- Ensure alignment with financial controls

Qualifications

Required:
- 3–7 years of administrative experience
- Strong organizational and communication skills
- Experience with Microsoft Office

Preferred:
- Experience in manufacturing or large organizations
- Exposure to purchasing or finance processes

- Attention to detail
- Strong organizational skills
- Financial awareness
- Problem-solving ability
- Ability to work independently

Success Metrics

- Budget adherence for administrative spend
- Accuracy of tracking and reporting
- Internal stakeholder satisfaction
- Process efficiency improvements