Office Coordinator

Pilot Chemical Company; Sharonville (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

Pilot Chemical Company is seeking an Office Coordinator to support the Sharonville Technical & Innovation Center (STIC). The role leads visitor services, facilities coordination, vendor relations, and employee support, while streamlining administrative procedures and inventory management.

You will serve as LMS administrator, participate in safety activities, and assist in planning events, all within a fast-paced, collaborative environment at our Sharonville site.

Qualifications

• Proven experience as an Office Coordinator/Front Office Management.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Proficiency in MS Office (MS Excel, MS Word, MS PowerPoint, and MS Outlook).
• Hands-on experience with office machines.
• Professional business acumen and presence.
• Energetic, assertive and confident personality.
• Excellent time management and the ability to multi-task and prioritize.
• Attention to detail, problem-solving, independence and teamwork.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• Creative mind with the ability to suggest improvements.

Responsibilities

• Reception - provide general support to visitors and the site.
• Greet visitors, answer phones, manage mail and other admin tasks.
• Ensure professional appearance of common areas and conference rooms.
• Coordinate catered lunches and events as in-house coordinator.
• Act as STIC Document Control Administrator (DCA) and LMS administrator.
• Monitor, order and maintain office supplies and inventory.
• Plan in-house and off-site activities and events.
• Contribute to budget review and purchase order processing.
• Primary contact for maintenance and vendor relations; coordinate with departments.
• STIC SharePoint site owner and ensure systems are current.
• Assist other Cincinnati sites as needed.
• Comply with Responsible Care Management System requirements.

Skills

MS Office proficiency

Communication

Time management

Organization

Problem-solving

Education

Associate’s degree

Tools

MS Office (Excel/Word/PowerPoint/Outlook)

SharePoint

Job description

Office Coordinator

The Office Coordinator is responsible for supporting the day-to-day operations of the Sharonville Technical & Innovation Center (STIC). This position serves as the primary contact for the office’s visitor services, facilities coordination, general vendor relationships and employee support. This includes developing intra-office communications, streamlining administrative procedures, providing facility coordination and overseeing office supply/inventory management.

Key Responsibilities

• Reception - Provide general support to visitors and the site
  • Greet visitors, answer phones, managing mail, and other administrative tasks as needed
  • Ensure the professional appearance of common areas and conference rooms
  • Act as in-house coordinator of large scope catered lunches and/or events
• Employee Support
  • Act as STIC Document Control Administrator (DCA)
  • Monitor, order, and maintain office supplies/inventory management
  • Main contact as the Learning Management System (LMS) administrator for Sharonville
  • Actively engage as a member of the STIC safety team
  • Assist in the planning of in-house and/or off-site activities & events
  • Contribute to the STIC budget review, purchase order initiation and processing
• Site Support
  • Be the primary point of contact for the general maintenance of the STIC office (establish relationships with contractors and vendors)
  • Coordinate with functional departments on administrative/security needs
  • Employee and vendor badge coordinator; includes contractor training, tracking hours and onboarding with ISN.
  • STIC SharePoint site Owner - Ensure STIC SharePoint systems are maintained and current
• Assist other Cincinnati area sites (West Chester, Middletown & Lockland) as needed
• Comply with the Responsible Care Management System® requirements.

Required Competencies

• Proven experience as an Office Coordinator/Front Office Management
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel, MS Word, MS PowerPoint, and MS Outlook, in particular)
• Hands-on experience with office machines (e.g., Audio Visual, copiers and printers)
• Must possess a professional business acumen and presence
• Energetic, assertive, and confident personality
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail, problem-solving skills, independence and strong collaboration with internal teams and external providers
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements

Preferred Competencies

• Associate’s degree with at least 5 years of office management experience
• Experience with building maintenance
• Experience in a laboratory or industrial setting

Join our growing team!