Administrative Coordinator

Stella Jones Corporation; Lenexa (KS); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Stella-Jones seeks an Administrative Coordinator to support the COO, EH&S, and OIEC with scheduling, correspondence, and document prep. The role sits onsite in Lenexa, KS with a hybrid pattern (3–4 office days after training).

The position involves meetings, travel coordination, data collection, and preparing reports. You will drive procurement and invoicing in SAP/VIM and expense reporting in Concur, partnering with leaders to advance key projects.

Qualifications

• Bachelor's degree plus 2+ years of related experience in admin or project support.
• Or Associate's degree plus 5+ years of related experience.
• Experience in manufacturing, operations, and/or safety is a plus.

Responsibilities

• Provide day-to-day administrative support to the COO, EH&S, and OIEC leaders; include scheduling, correspondence, and document preparation.
• Coordinate and organize meetings, travel arrangements, and department activities.
• Support data collection, analysis, and preparation of reports, charts, and presentation materials.
• Manage end-to-end procurement and invoicing lifecycle in SAP/VIM, including approvals and PO generation.

Skills

Office coordination

Microsoft Office

Communication skills

Project management

Data analysis

Education

Bachelor's degree

Associate's degree

Tools

SAP/VIM

Concur

Job description

Position Overview

The Administrative Coordinator at Stella-Jones provides critical support to the COO, Environmental Health & Safety (EH&S), and Operational Innovation & Excellence Center (OIEC) teams. This unique role is ideal for a highly organized and motivated individual who is eager to learn about the business, develop new skills, and grow into future roles within Stella-Jones. The position balances traditional administrative responsibilities with opportunities to participate in cross-functional projects, data analysis, and business initiatives.

This role will be based onsite at our Lenexa, Kansas office. This position will be hybrid, typically with 3 to 4 days in the Lenexa office once a period of training and integration is complete.

Principal Responsibilities

• Provide day-to-day administrative support to the COO, EH&S, and OIEC leaders, including scheduling, correspondence, and document preparation.
• Coordinate and organize meetings, travel arrangements, and department activities.
• Support data collection, analysis, and preparation of reports, charts, and presentation materials.
• Manage the end-to-end procurement and invoicing lifecycle in SAP/VIM, including cross-departmental approval routing, PO generation, Goods Receipts/SES, and AP resolution for recurring and ad-hoc expenses.
• Coordinate expense management and reporting (Concur), ensuring timely reconciliation of corporate credit card expenses and compliance with company policies.
• Assist in maintaining departmental files, records, and compliance documents.
• Partner with leadership teams to monitor progress on key projects and follow up on action items.
• Assist in preparing communications, policies, and training materials for EH&S and OIEC initiatives.
• Serve as a point of contact for visitors, vendors, and internal stakeholders.
• Take ownership of assigned projects and drive them to completion, ensuring accuracy and timeliness.
• Perform other duties as assigned to support business priorities.

Key Qualifications

• Bachelor's degree plus 2+ years of related experience (ideally in an administrative, project coordination, or business support capacity) -or- Associate's degree plus 5+ years of related experience required
• Prior experience in manufacturing, operations, and/or safety a plus

Required Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Organizational and project management skills; ability to manage multiple priorities.
• Excellent written and verbal communication.
• High attention to detail, accuracy, and follow-through.
• Ability to work independently and proactively while supporting multiple leaders.
• Analytical mindset; comfortable working with data and reporting tools.
• Collaborative and adaptable; able to work across departments.

Growth Opportunity

This role is designed as a launch point for future career opportunities within Stella-Jones. The Administrative Coordinator will gain exposure to multiple business functions, leadership decision-making, and key operational initiatives, positioning them for advancement into broader roles in operations, EH&S, continuous improvement, or business management.

Note: Employment at Stella-Jones in the United States is contingent upon the successful completion of a pre-employment drug test and criminal background check. Also, there is no visa sponsorship of any kind available for this role.