Front Desk & HR Coordination Specialist

Baltimore Aircoil Company, Inc.; Madera (CA); On-site; USD 31,000 - 38,000; Full time

Benefits offered by this job

Benefits package

Annual bonus program

Employee stock ownership plan

Job summary

Baltimore Aircoil Company, Inc. in Madera, CA is seeking an Administrative Coordinator to provide front desk reception and broad office support for the Leadership Team. You will coordinate visitor logistics, onboarding materials, employee records, and company events while partnering with HR, EHS, and Operations on plant objectives.

The role requires strong MS Office skills, two-plus years in a professional office, and a proactive, detail-oriented approach to reports and documentation.

Qualifications

• Two plus years of experience in a professional office environment.
• Ability to work independently with discretion on confidential information.
• Commitment to precision and accuracy; able to identify errors and solve problems.
• Knowledge of office management systems and procedures.
• Excellent time management and multi-tasking capabilities.
• Strong organizational and planning skills for events and projects.
• Professional communication, both spoken and written.

Responsibilities

• Serve as primary front office contact for employees, candidates, customers, vendors, contractors, and visitors.
• Coordinate visitor management, logistics for meetings, and conference room prep.
• Support HR administration: onboarding materials, records, attendance, vacations, awards, engagement.
• Administer employee programs: uniforms, parking passes, recognition, site swag with vendors.
• Maintain office supplies, breakroom items, printing, mail, and equipment service.
• Support employee communications with bulletin boards and town hall materials.
• Coordinate meetings, training sessions, events, employee activities, and leadership meetings.
• Support EHS by maintaining training records, schedules, PPE inventory, LMS, and document retention.
• Collect and organize operational, safety, and compliance records and KPI data.
• Assist with contractor administration: insurance docs, compliance, site access.
• Provide admin support to Plant Leadership: reports, presentations, schedules, projects.
• Support workforce administration: scheduling, staffing documents, workforce records.
• Maintain organized records and ensure retention compliance.
• Collaborate with Operations, HR, EHS, Finance, Supply Chain to support objectives.
• Identify opportunities to improve processes, efficiency, and employee experience.

Skills

Time management

Organizational skills

Communication skills

Discretion with confidential info

Team collaboration

Tools

Microsoft Office Suite

Job description

Baltimore Aircoil Company, Inc. in Madera, CA is seeking an Administrative Coordinator to provide front desk reception and broad office support for the Leadership Team. You will coordinate visitor logistics, onboarding materials, employee records, and company events while partnering with HR, EHS, and Operations on plant objectives.

The role requires strong MS Office skills, two-plus years in a professional office, and a proactive, detail-oriented approach to reports and documentation.