Administrative Coordinator

Colonial Group; Mokena (IL); On-site; USD 37,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Job summary

Vestis Corporate in Mokena, IL is seeking an Administrative Coordinator to support Finance, Payroll, HR, DOT compliance, and legal functions onsite. The role involves processing weekly payroll, maintaining HR records, and assisting with Office and Billing tasks.

Ideal candidates will have 1–5 years of experience, proficiency in Microsoft Office, especially Excel, and a 2-year degree (preferred but not required). A collaborative, detail-oriented mindset is essential.

Qualifications

• Strong oral and written communication skills.
• Ability to develop and maintain positive working relationships.
• Detail oriented with strong organizational and multi-tasking skills.
• Experience with Oracle Business Suite is a plus.

Responsibilities

• Process weekly payroll and track time/attendance per policy and bargaining agreements.
• Distribute notices to employees regarding policy, payroll, HR and compliance.
• Maintain employee files and HR-compliant records (DOT, OSHA).
• Support New Hire Orientation and packets per guidelines.
• Support reporting and data entry for management reports and KPIs.
• Assist with daily office functions and front desk responsibilities.
• Support billing and provide management reports to Market Center.

Skills

Oral and written communication

Relationship building

Detail oriented

Oracle Business Suite experience

Education

2-year degree

Tools

Microsoft Office

Excel

Job description

Overview

The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on how to effectively complete all required tasks. The Administrative Coordinator is a multi-faceted role that supports the functions of Finance, Payroll, Human Resources, DOT Compliance, Legal, Labor Relations, and other Vestis Corporate departments.

Responsibilities / Essential Functions

On-Site Payroll Responsibilities

• Support the Payroll Group Processor in weekly payroll processing, including tracking time and attendance, reporting commissions, and other related tasks in accordance with company policy and collective bargaining agreements.
• Forward and/or post notices from Central, Regional Management, and the Group Processor to market center employees regarding Company Policy, Payroll, HR, and Compliance practices.
• Review and maintain the time and attendance system.

On-Site HR Responsibilities

• Implement new administrative procedures and forms as directed by the Group Processor, HR Management, and Finance.
• Maintain employee personnel files, DOT, OSHA, and other HR-compliant records as directed.
• Support New Hire Orientation and compile New Hire packets according to Central Office guidelines in cooperation with the Group Processor.

On-Site Accounting Responsibilities

• Review, support, and maintain Management Reports, including Gain & Loss reports in Field Management Reporting, monthly inventory, and monthly API review.
• Support accurate inventory counts, safety checks, and API reviews.
• Assist with weekly input of manual data required for Key Performance Measures (KPM).

On-Site Office Responsibilities

• Support daily office functions, including ordering supplies through iProcurement, ordering business cards, picking up mail (where applicable), ordering computers for new employees, and attending to the front desk.

On-Site Functional Responsibilities

• Support billing functions within the Market Center by printing invoices/settlement sheets and scanning/sending billing-related information to the Billing Hub or Customer Desk.
• Provide management reports to the Market Center management team.

Knowledge / Skills / Abilities

• Strong oral and written communication skills.
• Ability to develop and maintain positive working relationships.
• Detail-oriented with strong organizational and multi-tasking skills.
• Experience with Oracle Business Suite is a plus.

Working Environment / Safety Requirements

No special physical requirements. Position is situated in an office environment.

Experience

1–5 years of work experience preferred. Proficiency in Microsoft Suite, specifically Excel, required.

Education

2-year degree preferred but not required.

Benefits: Vestis offers a wide array of comprehensive benefit programs and services including medical, dental, vision, short and long term disability, basic life insurance, and paid parental leave. Employees are able to enroll in the company’s 401k plan. Employees are eligible for 80 hours of vacation, 16 hours of floating holidays, and paid sick time every year. Employees will also receive 6 paid holidays throughout the calendar year.

Compensation: The hourly rate for this position ranges from $27 to $30, depending on circumstances including an applicant’s skills and qualifications, certain degrees and certifications, prior job experience, market data, and other relevant factors.