Administrative Coordinator

Vytran LLC; Goleta (CA); On-site; USD 35,817 - 44,083; Full time

Benefits offered by this job

Medical, dental and vision insurance

Company paid life insurance

Generous PTO package

401(k) plan

Tuition reimbursement

Job summary

Thorlabs is hiring an Administrative Coordinator to provide essential administrative support for smooth operations. The role covers purchasing, bookkeeping tasks, inventory tracking, facility coordination, and shipping/receiving, ensuring an organized, well-stocked, and responsive office environment.

The position requires at least 2 years in a similar role, proficiency in Microsoft Office, and strong organizational and communication skills.

Qualifications

• Minimum 2 years of experience in a similar and progressive position preferred.
• High School Diploma, Associate Degree or Higher preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with purchasing, vendor relationships, and inventory control.
• Written and communication skills and professional demeanor.

Responsibilities

• Handle company communications, coordinate meetings and events, and maintain inventory and office supplies.
• Company purchasing by processing procurement requests with vendors and coordinating shipments.
• Provide general assistance to team members with daily tasks and documentation needs.
• Coordinate technology access, maintain accurate timekeeping records, and arrange business travel.
• Track and distribute deliveries in a timely manner.
• Maintain receipt documentation and perform account reconciliations.
• Coordinate with vendors for facility maintenance or repairs.
• Help ensure compliance with safety and waste disposal requirements.

Skills

Microsoft Office Suite

QuickBooks

Adobe Acrobat

Self-starter

Organizational skills

Multitasking

Communication skills

Professionalism

Customer-centric

Purchasing / Procurement

Vendor relationships

Inventory control

Education

High School Diploma or higher

Associate Degree or higher preferred

Job description

At Thorlabs, we design and manufacture components, instruments, and systems that transform the world by identifying, enabling, and accelerating key photonics (i.e., light-based) technologies. Backed by a dedicated workforce of more than 3,000 employees worldwide, Thorlabscontributes to cutting-edge research and real-world innovation.

Whether you're early in your career or bringing years of experience, you’ll find opportunities to grow, take ownership, and make meaningful contributions from day one. We know every employee brings unique talents and perspectives that fuel our success, and we seek driven individuals who are excited to make an impact in a fun, fast-moving culture.

Purpose of the Position

The Administrative Coordinator role provides essential administrative assistance to ensure the smooth operation of the company. This position handles activities such as purchasing, general bookkeeping tasks, inventory tracking, facility coordination, and shipping/receiving. By keeping the office organized, well-stocked, and responsive to daily needs, this role contributes to maintaining an efficient and supportive work environment.

Essential Job Functions

include the following, but are not limited to:

• Handle company communications, coordinate meetings and events, and maintain inventory and office supplies.
• Company purchasing by processing procurement requests with vendors and coordinating shipments.
• Provide general assistance to team members with daily tasks and documentation needs.
• Coordinate technology access, maintain accurate timekeeping records, and arrange business travel.
• Track and distribute deliveries in a timely manner.
• Maintain receipt documentation and perform account reconciliations.
• Coordinate with vendors for facility maintenance or repairs.
• Help ensure compliance with safety and waste disposal requirements.

Additional Responsibilities

In addition to the essential functions and duties listed above, all positions are also responsible for:

• Meeting company standards pertaining to quantity and quality of work performed on an ongoing basis, performing all work-related tasks in a manner that is in compliance with all Company policies and procedures.
• Adhering to Company policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments.

*The Company retains the right to change or assign other duties to this position

Physical Activities:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Qualifications

Experience:

• Minimum 2 years of experience in a similar and progressive position preferred.

Education:

• High School Diploma, Associate Degree or Higher preferred.

Specialized Knowledge and Skills:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Limited experience with QuickBooks
• Experience with Adobe Acrobat a plus, but not required
• Self-starter, ability to work independently
• Exceptional organizational skills
• Multitasking and prioritization skills
• Written and communication skills
• Professionalism and business acumen
• Demonstrated experience in a customer centric environment
• Experience with purchasing, vendor relationships, and inventory control.

Hourly pay range for this position is $ 26.00 - $32.00 depending on experience.

Thorlabs values its diverse environment and is proud to be an Equal Employment Opportunity/Affirmative Action Employer. All qualified individuals will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Thorlabs offers a complete benefits package that includes medical, dental and vision insurance, company paid life insurance, a generous PTO package, a 401(k) plan, and tuition reimbursement just to name a few.