Coordinator, Administrative Services

Mizkan America; Schaumburg (IL); On-site; USD 57,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, vision

401K with match

Profit sharing

Wellness program

Parental leave

Disability insurance

Education assistance

Job summary

Mizkan America, Inc. in Schaumburg, IL is hiring an Administrative Services Coordinator to ensure smooth daily office operations, serve as front desk contact, and support leadership with administrative tasks.

The role requires on-site work five days a week and involves mail distribution, PO processing, and coordinating with finance for invoices. The position emphasizes organization, communication, and discretion with confidential information, plus collaboration with facilities and vendors as

Qualifications

• Associate degree preferred; 2 years receptionist or admin experience preferred.
• Strong communication and interpersonal skills; professional front desk presence.
• Proficiency with MS Office; ability to learn office equipment and systems.

Responsibilities

• Serve as front desk primary contact; greet visitors and direct them appropriately.
• Coordinate with internal teams and external vendors to resolve facility or equipment issues.
• Submit and track work orders; manage mail, packages, and shipments; maintain office supply inventory.
• Support leadership with calendar coordination, document prep, and meetings logistics.
• Create and manage purchase orders; track invoices with Finance for payments.
• Maintain clean, organized front office, mailroom, and kitchen areas.
• Assist with onsite meetings, events, and special projects as needed.

Skills

Receptionist experience

Administrative support

Microsoft Office

Communication skills

Customer service

Attention to detail

Discretion with confidential info

Education

Associate’s degree (preferred)

2 years administrative/receptionist experience (preferred)

Tools

Microsoft Office Suite

Job description

About Mizkan America, Inc.

Based in our Corporate Headquarters in Schaumburg, IL, Mizkan America is a subsidiary of the Mizkan Group, a global, family-owned company that has been Bringing Flavor to Life™ for over 220 years. As one of the leading makers of vinegars, condiments, and sauces in the United States, Mizkan America maintains 12 manufacturing facilities that serve the retail, foodservice, specialty-Asian and food-ingredient trade channels. We are committed to following our two core principles: continuously challenging the status quo and delivering only the finest products for our customers. Our leadership seeks out, embraces, and implements ideas for improvement from all of its employees. Transparency and accountability are two key factors that drive our company’s overall management approach.

About Mizkan America, Inc.

Based in our Corporate Headquarters in Schaumburg, IL, Mizkan America is a subsidiary of the Mizkan Group, a global, family-owned company that has been Bringing Flavor to Life™ for over 220 years. As one of the leading makers of vinegars, condiments, and sauces in the United States, Mizkan America maintains 12 manufacturing facilities that serve the retail, foodservice, specialty-Asian and food-ingredient trade channels. We are committed to following our two core principles: continuously challenging the status quo and delivering only the finest products for our customers. Our leadership seeks out, embraces, and implements ideas for improvement from all of its employees. Transparency and accountability are two key factors that drive our company’s overall management approach.

We are looking for people who are seeking to deliver their best so that we can deliver ours. Above all, we’re dedicated to maximizing the potential of our greatest assets—our team members. That’s reflected in our ongoing commitment to recruit, develop, reward, and retain our talented, multicultural workforce. Join the Mizkan family and be a part of sales strategies for our iconic brands!

What You'll Do

The Administrative Services Coordinator is responsible for ensuring the smooth day-to-day operation of the corporate office while providing administrative support for company needs. This role serves as the first point of contact for visitors, supports leadership administrative needs, and manages key processes such as purchase orders, document coordination, and mail distribution.

This position requires onsite work five (5) days per week and plays a critical role in maintaining daily office operations, including physical mail and package management, as well as coordination of building-related requests and communications.

Essential Functions

• Regular, predictable, in-person attendance Monday – Friday is an essential function of this position.
• This list is intended to describe the general nature and level of work performed. This is not an exhaustive list of all responsibilities required for this role.
• Serve as the primary point of contact at the front desk, greeting visitors and directing them appropriately
• Support resolution of facility or equipment issues by coordinating with internal teams or external vendors
• Submit and track building work orders and maintenance requests; communicate status updates to employees and leadership as needed
• Answer, screen, and route incoming phone calls not handled by the automated system
• Manage visitor access, employee badges, and the digital visitor management system
• Receive, sort, and distribute mail and packages; coordinate all incoming and outgoing shipments
• Maintain a clean, organized, and professional front office, mailroom, and kitchen areas
• Monitor and maintain office and kitchen supply inventory, including ordering, stocking, and invoice verification
• Coordinate building notifications (e.g., maintenance alerts, service disruptions, safety notices) and ensure timely employee communications
• Support onsite meetings and events
• Provide administrative support to the leadership team as needed, primarily in, but not limited to, the legal department
• Assist with calendar coordination and meeting logistics
• Perform execute administrative tasks such as document preparation and scheduling
• Prepare reports and business documents
• Create and manage the purchase order (PO) process
• Track invoices and partner with Finance for payment processing
• Regular, predictive in-person attendance Monday – Friday is an essential function of this position
• This list is intended to describe the general nature and level of work performed. This is not an exhaustive list of all responsibilities required for this role
• Perform other duties assigned that support the overall success of the team, department, or organization. This may include participating in cross-functional initiatives, contributing to process improvements, or assisting with special projects as needed

What You Bring - Skills/Competencies

• Reliable, self‑motivated, and highly organized with strong attention to detail
• Demonstrated learning agility and willingness to take on new responsibilities
• Strong written and verbal communication skills, with the ability to interact professionally with employees, leadership, vendors, and visitors
• Excellent customer service and interpersonal skills
• Ability to multitask and work effectively in an environment with frequent interruptions
• Proven ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office Suite.
• Ability to learn and operate common office equipment such as copiers, scanners, postage machines, and shipping systems

Education/Experience/Qualifications/Certifications

• Associate’s degree preferred
• Two (2) years of receptionist or administrative experience preferred

Physical Requirements And Work Conditions

• This position is performed primarily in a professional office environment
• Prolonged periods of sitting while working at a computer and performing administrative tasks
• Frequent use of hands and fingers for typing, handling paperwork, and operating standard office equipment
• Ability to view computer screens and printed materials for extended periods with a high level of accuracy
• Daily standing, walking, bending, reaching, and moving throughout the office, mailroom, and kitchen areas
• Ability to lift and move packages and supplies weighing up to 25 pounds
• Ability to communicate effectively in person, by telephone, and through electronic communication

Compensation & Benefits

• This position offers an hourly rate of $27.50 to $38.46, with an annualized salary equivalent of $57,200 to $80,000, based on a full-time schedule.
• This is a non-exempt position
• Note: Compensation is based on several factors and may vary based on market location, job-related knowledge, skills, and experience
• This role is eligible for a Short-Term Incentive Bonus
• A full range of medical, dental, vision, 401K plus up-to-four percent (4%) match, profit sharing, wellness program, paid parental leave, long-term-care insurance, critical accident insurance, short- and long-term disability and education assistance are also available

Work Schedule & Location

This is an in-person position based in Schaumburg, IL.

Mizkan America, Inc. is an Equal Opportunity Employer and considers all qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other protected characteristic under applicable federal, state, or local law.