Office Coordinator

Ebro Electronic GmbH; Holland, Northern (MI, KY); Hybrid; USD 30,000 - 36,000; Full time

Benefits offered by this job

Generous PTO package and paid holidays

Generous retirement savings plan

Customizable health, dental and vision

Career progression plans

Reward and recognition programs

Paid parental leave

Tuition Reimbursement

Company Wellness Program

Employee Discount Program

Job summary

Xylem is a Fortune 500 water technology company seeking an Office Coordinator to serve as the first point of contact for the facility and provide critical administrative and operational support on-site in a manufacturing environment.

This role ensures smooth front office operations, supports shipping and documentation processes, coordinates visitor logistics, and assists with site events and communications.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, receptionist, or coordinator experience.
• Strong organizational, multitasking, and attention-to-detail skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Strong communication and customer service orientation.

Responsibilities

• Front Desk & Guest Experience: greet visitors, manage calls, and maintain site directories.
• Administrative & Office Operations: handle office supplies, filing, mail, and expense reports.
• Shipping & Documentation Support: prepare and file shipment paperwork and packing slips.
• Purchase Order & Systems Support: create purchase orders and support internal processes.
• Event, Communication & Engagement Support: plan employee engagement events and coordinate communications.
• Facilities & Site Coordination: submit maintenance requests and coordinate vendor visits.
• Specialized Administrative Support: assist with gauge calibration coordination and notary services as needed.

Skills

Front desk operations

Visitor management

Administrative support

Microsoft Office

Education

High school diploma

Tools

ERP systems

Concur

Ariba

Job description

Xylem ist ein Fortune 500 Wassertechnologieunternehmen mit global 23.000 Mitarbeitenden in über 100 Ländern und einer Mission: unseren Kunden durch innovative Technologielösungen und unser Fachwissen bei der Lösung von Wasserproblemen und -herausforderungen zu helfen. Wir sind der weltweit führende Anbieter effizienter, innovativer und nachhaltiger Wassertechnologien, die dafür sorgen, dass unser Wasser nachhaltig genutzt, optimal verwaltet, erhalten und wiederverwendet wird.

The Office Coordinator serves as the first point of contact for the facility while providing critical administrative and operational support across the site. This role ensures smooth front office operations, supports shipping and documentation processes, coordinates visitor logistics, assists with site events and communications, and maintains key administrative systems including purchase orders. This position plays a key role in supporting daily plant operations and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced manufacturing environment.

Key Responsibilities:

• Front Desk & Guest Experience
  • Greet and assist visitors, vendors, and employees in a professional and welcoming manner
  • Manage incoming calls, screen and route inquiries, and maintain site directories
  • Oversee visitor registration processes (e.g., lobby systems) and notify internal hosts upon arrival
  • Coordinate visitor logistics including scheduling, meals, and meeting arrangements
  • Ensure visitors comply with site safety requirements, including proper PPE (e.g., safety glasses, high-visibility vests, steel-toe footwear as required)
• Administrative & Office Operations
  • Provide general administrative support to site leadership and cross‑functional teams
  • Manage office supply ordering (e.g., Amazon/Ariba) and maintain inventory of common‑use items
  • Support mail handling, including sorting, processing, and logging checks and sensitive documents in accordance with company procedures
  • Maintain organized filing systems (physical and digital), including records such as packing slips and documentation
  • Coordinate conference room scheduling and meeting setup (including catering and room readiness)
  • Assist with expense report preparation and administrative system support (e.g., Concur delegation)
• Shipping & Documentation Support
  • Assist the shipping team with preparation, organization, and filing of shipment documentation
  • Manage packing slips and related records (sorting, scanning, filing, and retention practices)
  • Create, review, and distribute shipping paperwork (e.g., bills of lading and supporting documents)
  • Partner with operations and shipping teams to support accurate and timely outbound shipments
• Purchase Order & Systems Support
  • Create and maintain purchase order frameworks and requisitions within company systems
  • Ensure accuracy and compliance with internal financial and procurement processes
  • Support ongoing tracking and coordination with finance and operations teams
• Event, Communication & Engagement Support
  • Assist with planning and execution of employee engagement events (e.g., luncheons, blood drives, fundraisers)
  • Partner with site committees to coordinate logistics, communications, and materials
  • Create and distribute site communications (email, posters, monitors, communication boards)
  • Coordinate food orders and ensure dietary restrictions are captured and accommodated
  • Maintain employee recognition communications (e.g., birthdays, anniversaries)
• Facilities & Site Coordination
  • Submit and track maintenance requests through internal systems
  • Support upkeep of shared spaces such as front office and lunchrooms (e.g., supplies, coffee service, cleanliness awareness)
  • Coordinate vendor visits and ensure proper access and approvals (e.g., IT/server room, maintenance vendors)
  • Maintain safety and organizational standards in common areas
  • Lead lost and found tracking and general site support needs
• Specialized Administrative Support
  • Assist with gauge calibration coordination and vendor interactions
  • Support occasional notary services (or obtain certification if required)
  • Manage creation of site materials such as labels, decals, or signage as needed
  • Support internal compliance practices (e.g., access approvals, documentation controls)
  • Coordinate recurring communications (e.g., weekly updates, engagement notices)

Qualifications Required:

• High school diploma or equivalent
• 2+ years of administrative, receptionist, or coordinator experience
• Strong organizational, multitasking, and attention-to-detail skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Strong communication and customer service orientation

Preferred:

• Experience in a manufacturing or industrial environment
• Familiarity with ERP, procurement, or shipping systems
• Experience supporting events, communications, or employee engagement initiatives

Key Competencies

• Customer-focused and service-oriented
• High attention to detail (especially with documentation and compliance)
• Strong organizational and prioritization skills
• Effective communication and interpersonal skills
• Proactive, adaptable, and solution-oriented

Work Environment

Fully on-site role in a manufacturing facility Frequent interaction with employees, leadership, vendors, and visitors Regular coordination with operations, shipping, and maintenance teams May require movement between office, production‑adjacent, and common areas

WHAT WE CAN OFFER YOU:

• Generous PTO package and paid holidays
• Generous retirement savings plan
• Customizable health, dental and vision insurance (eligible on first date)
• Career progression plans
• Reward and recognition programs
• Paid parental leave
• Tuition Reimbursement
• Company Wellness Program
• Employee Discount Program

The estimated pay range for this position is $22/hr. to $26/hr.. Starting pay is dependent on multiple factors, such as skills, experience, and work location. At Xylem, we offer a competitive compensation package with a generous benefits package, including Medical, Dental, and Vision plans, 401(k) with company contribution, paid time off, paid parental leave, and tuition reimbursement.

Werden Sie Teil des globalen Xylem-Teams und gestalten Sie innovative Technologielösungen mit, die die Nutzung, Verfügbarkeit, den Schutz und die nachhaltige Verwendung von Wasser sicherstellen. Unsere Produkte kommen in der öffentlichen Versorgung, der Industrie, im Wohnbereich und in gewerblichen Gebäuden zum Einsatz – mit dem Ziel, intelligente Maschinen, Anlagen, Messsysteme, Netzwerktechnologien und fortschrittliche Analysen für Wasser-, Strom- und Gasversorger sowie die Industrie bereitzustellen. Arbeiten Sie mit uns an einer Welt, in der die aktuellen und kommenden Wasserherausforderungen mit Kreativität und Engagement gelöst werden und in der Inklusion und Zugehörigkeit als Treiber für Innovation erkannt werden, um unsere Wettbewerbsfähigkeit weltweit zu stärken.

At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affir….

Inklusion und Zugehörigkeit bei Xylem Xylem ist ein Unternehmen, was Chancengleichheit fördert. Alle Entscheidungen werden ohne Rücksicht auf Nationalität, Hautfarbe, Religion, ethnische Herkunft, Geschlecht, sexuelle Orientierung, Geschlechtsidentität oder -ausdruck, Alter, Behinderung oder anderer gesetzlich geschützer Merkmale getroffen.