Administrative Coordinator

VSP Technologies; Prince George (VA); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

401(k) match

Health, Dental, and Vision Insurance

Short- & Long-Term Disability

Life Insurance

Paid time off

Paid Holidays

Tuition reimbursement

Job summary

VSP Technologies is seeking an Administrative Coordinator to ensure efficient administrative operations and compliance with the company Quality Program. The role covers order fulfillment, records audits, and inventory of office supplies while supporting onboarding and safety training.

The position requires strong organizational skills, attention to detail, and the ability to work well both independently and as part of a team within a Monday–Friday schedule.

Qualifications

• High School Diploma or equivalent.
• Experience relating to job duties.
• Advanced MS Office Experience.
• A valid driver's license.
• 2-4 Year college degree in business or related field (Preferred).
• Advanced shipping/receiving experience in distribution/fabrication (Preferred).

Responsibilities

• Maintain the Order Fulfillment Inbox and process orders and supply requests.
• Audit and maintain records for sales orders for accuracy and compliance.
• Keep inventory of office and consumables; coordinate replenishments.
• Manage canteen services; coordinate needs and records.
• Sort mail, route outgoing mail, update messages and greetings.
• Disseminate on-call schedules and assist with updates.
• Coordinate meetings and visitor arrangements, including travel.
• Support onboarding and ensure welcoming experience.
• Ensure safety training for contractors and compliance sign-in procedures.
• Prepare EH&S data reporting and timely submissions.
• Lead Engagement Committee events to boost workplace culture.
• Foster positive relationships and promote company image.
• Adhere to Health, Safety, Environmental policies.

Skills

Customer-focused

Communication proficiency

Ability to work independently

Time management

Organization skills

Education

High School Diploma or equivalent

2-4 Year college degree in business or related field (Preferred)

Advanced MS Office Experience

A valid driver's license

Advanced shipping/receiving experience (Preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Arithmetic functions

Job description

Administrative Coordinator

The Administrative Coordinator will ensure effective and efficient administrative operations in accordance with VSP Quality Program.

Essential Functions

• Maintain the function of the Order Fulfillment Inbox, including printing orders, transfers, and supply requests from other VSP branches.
• Manage and maintain document retention for sales orders and perform routine audits to ensure records are accurate, complete, and compliant.
• Maintain adequate inventory of office, janitorial, conference room, trade show, clothing, and other consumable supplies; coordinate replenishment needs with Purchasing and support annual clothing orders and employee allowances.
• Manage the canteen services agreement, including coordinating service needs, addressing issues, and maintaining related records and communications.
• Check, sort, and distribute incoming mail; coordinate outgoing mail; and update phone messages, greetings, and related communications to ensure accurate and timely information is provided.
• Communicate the on-call schedule to appropriate employees and departments and assist with updates or schedule changes.
• Coordinate meeting and visitor needs, including meals, snacks, beverages, reservations, travel accommodations, greetings, and direction to the appropriate contact or location.
• Support onboarding by greeting new employees, visitors, and contractors and helping ensure a professional and welcoming experience.
• Ensure contractors receive required safety training, complete applicable compliance requirements, and follow sign-in and sign-out procedures while on site.
• Manage, maintain, and compile data needed for EH&S reporting, including accurate recordkeeping and timely submission of required information.
• Lead company events by serving as the champion of the Engagement Committee, coordinating activities that support employee engagement and a positive workplace culture.
• Assist departments with various administrative needs, including coordinating requests, supporting documentation, and helping ensure timely follow-up.
• Maintain positive working relationships with employees to promote cooperation, morale, productivity, efficiency, and effectiveness.
• Project a favorable image of the company to promote, foster, and enhance public recognition of the company and its products and services.
• Adhere to all company Health, Safety, and Environmental policies and procedures as outlined in the VSP Health & Safety Manual, and actively contribute to maintaining a safe, compliant, and environmentally responsible workplace.

Competencies

• Customer-focused
• Communication proficiency
• Proficient in Microsoft Word, Excel, and Outlook
• Proficient in arithmetic functions
• Ability to work independently and as a member of a team
• Time management
• Organization skills
  

Experience / Education

1. High School Diploma or equivalent
2. Experience relating to job duties
3. Advance MS Office Experience
4. A valid driver’s license
5. 2-4 Year college degree in business or related field (Preferred)
6. Advanced experience in shipping/receiving in a distribution/fabrication environment (Preferred)

VSP Technologies provides equal opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, marital status, political affiliation or veteran status. For applicants or employees who are disabled or require a reasonable accommodation for any part of the application or hiring process may request assistance by contacting Human Resources at 804-668-1026.

Job Type: Full-time, Monday–Friday, 8:00 a.m. to 5:00 p.m.

Benefits:

• 401(k) plus company match
• Health, Dental, and Vision Insurance
• Short- & Long-Term Disability
• Life Insurance
• Paid time off
• Paid Holidays
• Tuition reimbursement