Administrative Coordinator

Vestis Corporation; Mokena (IL); On-site; USD 37,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Short & long-term disability

Life insurance

Paid parental leave

401(k) plan

Vacation days

Floating holidays

Paid sick time

Paid holidays

Job summary

Vestis Corporation in Illinois is seeking an Administrative Coordinator to support Payroll, HR, Accounting, and Office functions. The role includes processing payroll, maintaining personnel files, preparing reports, and assisting with billing and KPI data entry.

Qualifications include 1–5 years experience, strong Excel and Microsoft Office skills, and a 2-year degree preferred. The position offers comprehensive benefits and a pathway to cross-departmental knowledge in a growing Vestis operation.

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

• Support payroll processing and time tracking per policy.
• Maintain HR files and compliance records.
• Prepare management reports and inventory reviews.
• Support office functions and front desk duties.
• Provide billing support and reports to management.
• Assist with data entry for KPIs.

Skills

Communication

Relationship building

Detail-oriented

Oracle ERP

Education

2-year degree

Tools

Oracle

Job description

Meet Vestis®:

For the People Who Make It All Work

At Vestis®, we provide uniforms, workplace supplies, and professional cleaning that help businesses simplify their workday and keep their teams safe, confident, and focused on what matters most. More than a provider, we are a partner in productivity, trusted to keep you running.

Join us and build a career supporting the people who make it all work.

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.

Vestis Commitment to Equal Opportunity Employment

Vestis® is an equal-opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, relation, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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.

Reasonable Accommodations and the Online Application Process

Consistent with Vestis and Canadian Linen’s commitment to equal employment opportunity, we provide reasonable accommodations to qualified individuals with disabilities who need assistance in applying electronically for a position with Vestis or Canadian Linen, unless doing so would impose an undue hardship. To request a reasonable accommodation for this purpose, please call 1-833-901-8823 or email us at [e-mail].

Please note that this phone number is to be used solely to request an accommodation with respect to the online application process. Calls for any other reason will not be returned. Reasonable accommodation requests are considered on a case‑by‑case basis.

Thank you for your interest in an employment opportunity with Vestis, Canadian Linen and Québec Linge.

Headquartered in Roswell, GA, Vestis® is the second largest provider in the industry with over 300,000 customer locations and approximately 20,000 teammates across North America. Vestis® is a leader in the B2B uniform and workplace supplies category. Vestis® provides clean and safe uniform services and workplace supplies to a broad range of North American customers from Fortune 500 companies to locally owned small businesses across a broad set of end markets. The Company’s comprehensive service offering includes a full-service uniform rental program, cleanroom and other specialty garment processing, floor mats, towels, linens, managed restroom services, first aid supplies and more.