Administrative Coordinator

Baltimore Aircoil Company, Inc.; Madera (CA); On-site; USD 31,000 - 38,000; Full time

Benefits offered by this job

Benefits package

Annual bonus program

Employee stock ownership plan

Job summary

Baltimore Aircoil Company, Inc. in Madera, CA is seeking an Administrative Coordinator to provide front desk reception and broad office support for the Leadership Team. You will coordinate visitor logistics, onboarding materials, employee records, and company events while partnering with HR, EHS, and Operations on plant objectives.

The role requires strong MS Office skills, two-plus years in a professional office, and a proactive, detail-oriented approach to reports and documentation.

Qualifications

• Two plus years of experience in a professional office environment.
• Ability to work independently with discretion on confidential information.
• Commitment to precision and accuracy; able to identify errors and solve problems.
• Knowledge of office management systems and procedures.
• Excellent time management and multi-tasking capabilities.
• Strong organizational and planning skills for events and projects.
• Professional communication, both spoken and written.

Responsibilities

• Serve as primary front office contact for employees, candidates, customers, vendors, contractors, and visitors.
• Coordinate visitor management, logistics for meetings, and conference room prep.
• Support HR administration: onboarding materials, records, attendance, vacations, awards, engagement.
• Administer employee programs: uniforms, parking passes, recognition, site swag with vendors.
• Maintain office supplies, breakroom items, printing, mail, and equipment service.
• Support employee communications with bulletin boards and town hall materials.
• Coordinate meetings, training sessions, events, employee activities, and leadership meetings.
• Support EHS by maintaining training records, schedules, PPE inventory, LMS, and document retention.
• Collect and organize operational, safety, and compliance records and KPI data.
• Assist with contractor administration: insurance docs, compliance, site access.
• Provide admin support to Plant Leadership: reports, presentations, schedules, projects.
• Support workforce administration: scheduling, staffing documents, workforce records.
• Maintain organized records and ensure retention compliance.
• Collaborate with Operations, HR, EHS, Finance, Supply Chain to support objectives.
• Identify opportunities to improve processes, efficiency, and employee experience.

Skills

Time management

Organizational skills

Communication skills

Discretion with confidential info

Team collaboration

Tools

Microsoft Office Suite

Job description

The Administrative Coordinator provides office administration support to the Madera Leadership Team. The primary scope of the role is front facing contact for vendors, representatives, potential candidates and employees through phone and face to face interaction at the front office. Core activities include working closely with the Management Team and Plant Manager to coordinate key customer visits and special events. Project support can include partnering with Supply Chain, Purchasing, Operations, Quality and EHS to meet plant objectives and administrative activities. Additionally, the Assistant provides administrative support for non-confidential employee matters.

PRINCIPAL ACCOUNTABILITIES

• Serve as the primary front office point of contact for employees, candidates, customers, vendors, contractors, and visitors, providing professional reception and administrative support.
• Coordinate visitor management activities, including facility access, guest logistics, conference room preparation, catering arrangements, and customer/VIP visit support.
• Support Human Resources administration by preparing onboarding materials, maintaining employee records, tracking attendance and vacation information, managing service awards programs, and assisting with employee engagement initiatives.
• Administer employee uniform, parking pass, recognition, and site swag programs, coordinating with external vendors as required.
• Maintain office operations by managing office supplies, breakroom supplies, printing resources, mail distribution, and office equipment service needs.
• Support employee communications by maintaining bulletin boards, facility postings, visual management displays, and town hall presentation materials.
• Coordinate logistics for meetings, training sessions, company events, employee activities, and leadership meetings.
• Support Environmental Health & Safety (EHS) programs by maintaining training records, coordinating training schedules, managing PPE inventory, supporting LMS administration, and ensuring proper document retention.
• Collect, organize, verify, and maintain operational, safety, and compliance documentation, including audit records, inspection records, training records, and KPI reporting data.
• Assist with contractor administration by maintaining required insurance documentation, tracking compliance requirements, and coordinating site access requirements.
• Provide administrative support to the Plant Leadership Team by preparing reports, presentations, schedules, and special project materials.
• Support workforce administration activities, including schedule updates, staffing-related documentation, and maintenance of workforce management records.
• Maintain organized records management practices and ensure compliance with company document retention requirements.
• Partner with Operations, HR, EHS, Finance, Supply Chain, and other departments to support plant objectives and continuous improvement initiatives.
• Identify opportunities to improve administrative processes, office efficiency, employee experience, and site support services.

NATURE & SCOPE

Reporting to the HR Manager, the Administrative Coordinator provides general office administration to the Madera Plant team. The primary scope of the role is front facing contact for both HR support for non-confidential areas and front desk reception activities. Role interfaces with the Plant Leadership team for various project support and coordinates with stakeholders in Jessup and other plants as needed.

KNOWLEDGE & SKILLS

• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work.
• Strong organizational and planning skills including the ability to coordinate impactful customer events.
• Strong collaboration skills with proven ability to build and maintain partnerships and solid working relationships with management and employees.
• Customer focus with demonstrated professionalism and strong influencing skills.
• Strong organizational skills with a bias toward action. The ability to operate successfully in a fast-paced environment, embrace change and balance competing priorities.
• Effective oral communication skills including telephone skills, contributing to teams, as well as one on one interactions with stake holders and employees.
• Effective written communication skills including the ability to produce professional documents, emails, and presentations that are concise, persuasive, and informative.
• Strong Microsoft Office skills including charting, graphing, and analysis functions in Excel, advanced level user of Word to create documentation, procedures and shared resources, and the generation of compelling communications in PowerPoint.
• Two plus years of experience in a professional office environment.
• Ability to work independently and use discretion with confidential information.
• Commitment to precision and accuracy. Ability to identify errors and use analytical skills to problem solve.

WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. The position is an office function and has exposures consistent with an office role with extended periods seated, standing, walking, and entering information on a computer. While performing this job, the employee is regularly required to stand and walk up to 25% of the time. This position requires occasional lifting to 30 pounds and travel up to 10% of the time. Responsibilities of the job require periodic interaction with the production floor. Exposures include elevated noise levels associated with a manufacturing environment, fluctuations in temperature ambient conditions as well as intermittent exposure to the weather in and about the yard and dock areas. The job is a Monday through Friday daytime role; however, availability is expected for infrequent weekend or evening times to support plant needs.

BAC Hiring Compensation Range $22.60 - 27.40 per hour.

BAC offers a comprehensive benefits package to include medical, dental, vision, paid time off, 401k, employee stock ownership plan, and more. Please see additional details on the BAC website at www.Baltimoreaircoil.com.

BAC Employees are eligible to participate in an annual bonus incentive program.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.