Administrative Coordinator/Scheduler-2023

Protective Industrial Products; Charlotte (NC); On-site; USD 50,000 - 65,000; Full time

Job summary

Protective Industrial Products seeks an Administrative Coordinator / Scheduler to provide centralized administrative and logistical support for field engagement activities and the Charlotte Training Center in Charlotte, NC. The role organizes calendars, coordinates visits and training events, handles travel details, and ensures a professional experience for all participants.

The candidate will work closely with Sales, Product Management, Marketing, Customer Experience, Operations, and the

Qualifications

• Coordinate multiple calendars, events and deadlines with attention to detail.

Responsibilities

• Own and maintain the master calendar for field engagement and Charlotte Training Center events.
• Coordinate scheduling requests and final event details with internal and external stakeholders.
• Provide administrative support for customer visits, product demonstrations, field assessments, roadshows, and training initiatives.
• Coordinate event logistics including registration, agendas, invitations, room setup, catering, travel, and materials.
• Maintain accurate event records, participant lists, training history, and related documentation in approved systems.
• Support CRM and reporting by entering engagement activity, opportunities, contacts, and outcomes.
• Prepare routine reports and dashboards covering scheduled activity, participation, and facility utilization.
• Serve as a primary administrative contact for the Charlotte Training Center and assist with on-site needs.
• Maintain training center readiness by managing classroom schedules, supplies, and displays.
• Collaborate with Sales Training and Operations to set priorities and manage conflicts.
• Coordinate with Marketing and Product teams to ensure current presentations and materials are available.
• Support expense documentation, invoices, vendor coordination, and shipping records for events.
• Create and distribute event communications, agendas, reminders, and follow-ups.
• Capture meeting notes and follow up on action items to ensure timely completion.
• Identify opportunities to improve scheduling, communication, and workflow.
• Maintain confidentiality of sensitive information and provide backup admin support.

Skills

Planning

Organization

Customer Focus

Communication

Collaboration

Problem Solving

Technology

Execution

Adaptability

Professionalism

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Job description

#4344

Charlotte, North Carolina, United States

Position Type

Full-time

Working Arrangement

In Office

Job Summary

The Administrative Coordinator / Scheduler provides centralized administrative, scheduling, and logistical support for PIP’s Field and End-User Engagement activities and the Charlotte Training Center. This role coordinates field visits, customer and distributor training events, internal programs, facility usage, travel details, communications, and supporting materials to help ensure consistent, professional experience for all participants.

Working closely with Sales, Product Management, Marketing, Customer Experience, Operations, and the training team, this position maintains calendars and records, manages event details, tracks requests and follow-up actions, and supports the day-to-day readiness of the Charlotte Training Center. The successful candidate is highly organized, customer-focused, detail-oriented, and comfortable managing multiple priorities in a fast-paced commercial environment.

JOB RESPONSIBILITIES

• Own and maintain the master calendar for field engagement, end-user visits, distributor training, internal sales training, mobile training activities, and Charlotte Training Center events


• Coordinate scheduling requests, confirm dates and requirements, identify conflicts, and communicate final event details to internal and external stakeholders.


• Provide administrative support for customer visits, product demonstrations, field assessments, roadshows, 3SP programs, sales meetings, and other commercial training initiatives.


• Coordinate event logistics, including attendee registration, agendas, invitations, room setup, catering, travel information, shipment of materials, product samples, demonstration equipment, signage, and post-event follow-up.


• Maintain accurate event records, participant lists, contact information, training history, activity summaries, and related documentation in approved company systems.


• Support CRM and reporting requirements by entering or validating engagement activity, opportunities, customer details, follow-up actions, and program outcomes as directed.


• Prepare routine reports and dashboards covering scheduled activity, participation, facility utilization, field support, open requests, and completed follow-up actions.


• Serve as a primary administrative contact for the Charlotte Training Center, responding professionally to scheduling questions and coordinating visitor information and on-site needs.


• Maintain day-to-day training center readiness by coordinating classroom schedules, supplies, training materials, product displays, demonstration tools, technology support requests, and general facility needs.


• Partner with the Sales Training and Operations Manager to establish scheduling priorities and apply consistent approval and escalation practices when competing requests arise.


• Coordinate with Marketing and Product teams to ensure current presentations, literature, samples, promotional materials, and branded resources are available for scheduled programs.


• Support expense documentation, purchase requests, invoices, vendor coordination, shipping records, and other administrative processes associated with events and facility operations.


• Create and distribute clear event communications, confirmations, agendas, reminders, changes, and follow-up materials.


• Capture meeting notes, decisions, action items, owners, and due dates; follow up to support timely completion.


• Identify scheduling, communication, and workflow improvement opportunities; recommend practical solutions that improve responsiveness, consistency, and participant experience.


• Maintain confidentiality and handle customer, employee, commercial, and company information with appropriate discretion.


• Provide backup administrative support for the Industrial Sales organization and complete other duties as assigned.

CORE SKILLS/COMPETENCY REQUIREMENTS

• Planning and Organization: Demonstrated ability to coordinate multiple calendars, events, stakeholders, deadlines, and changing priorities with strong attention to detail.


• Customer Focus: Professional, responsive, and service-oriented approach when supporting customers, distributors, visitors, sales teams, and cross-functional partners.


• Communication: Clear and accurate written and verbal communication, including professional invitations, confirmations, agendas, status updates, and follow-up correspondence.


• Collaboration: Ability to work effectively across Sales, Product Management, Marketing, Customer Experience, Operations, HR, IT, vendors, and external partners.


• Problem Solving: Uses sound judgment to anticipate issues, resolve scheduling and logistical conflicts, and elevate decisions when appropriate.


• Technology: Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint; ability to learn CRM, scheduling, registration, expense, and reporting systems.


• Execution: Consistently follows through on commitments, maintains accurate records, and delivers high-quality work within established timelines.


• Adaptability: Comfortable working in a fast-paced environment where schedules, customer requirements, and business priorities may change.


• Professionalism: Maintains composure, confidentiality, good judgment, and a positive representation of the PIP Global Safety brand.

Area of Interest

Administration

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At PIP Global Safety, we are committed to fostering a diverse and inclusive workplace where all individuals are respected and valued. We do not tolerate discrimination or harassment of any kind, and we strive to ensure that employment decisions are based on qualifications, merit, and business needs. Employment practices and policies may be subject to variation based on applicable laws and regulations in different countries and jurisdictions.

This commitment applies to all aspects of employment, including hiring, recruiting, promotion, termination, compensation, benefits, training, and development opportunities. We believe that a diverse team strengthens our global success and enriches our culture.

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