Site Operations Coordinator

Lotusworks; Beloit (OH); On-site; USD 48,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k retirement plan

Educational assistance

Paid time off

Job summary

LotusWorks is seeking an on-site Administrative/Operations Support role to back Senior Operations, Talent Acquisition, Human Resources, and EHS. You will coordinate recruiting, onboarding, training, and daily employee support to act as the on-site connection between employees and leadership.

You will maintain trackers, support LMS, and assist with site communications, transfers, and project changes while upholding confidentiality and professionalism.

Qualifications

• Bachelor's degree in Business Admin, HR, or related field preferred.
• 3+ years in operations coordination, recruiting, or HR support.
• Experience with LMS, Smartsheet, ATS or HR systems preferred.

Responsibilities

• Coordinate recruiting and staffing activities on-site with leadership and Talent Acquisition.
• Onboarding new employees, training tracking, and LMS coordination.
• Maintain staffing trackers and provide regular status updates to leadership.
• Support HR, EHS, and operations with administrative duties and reporting.
• Arrange interviews, manage calendars, and communicate with candidates.

Skills

Operations coordination

Recruiting

Human Resources

On-site administration

LMS management

ATS familiarity

MS Teams

Excel

Education

Bachelor's degree

HR certifications

Tools

Smartsheet

HR systems

Learning Management System

ATS

Job description

LotusWorks is an Engineering Services provider specializing in managing Commissioning, Construction Services, Calibration, Operations & Maintenance scopes of work within global manufacturing facilities. LotusWorks operates globally across EMEA and North America partnering with the world's leading manufacturers across the Semiconductor, Pharmaceutical & Biologics, Medical Device and Data Center sectors. Our team of Engineering and Technical professionals is immersed in cutting-edge technologies and innovations. LotusWorks is committed to a diverse and inclusive workplace, integral to our people-first approach.

In this role, you will provide on-site administrative and operational support to Senior Operations, Site Leadership, Talent Acquisition, Human Resources, EHS, and employees. A primary focus of the position will be coordinating recruiting and staffing activities, employee onboarding and training, and providing day-to-day employee support. You will serve as an important on-site connection between employees, site leadership, and corporate support functions, helping ensure requests, questions, and action items are coordinated and followed through to completion.

Responsibilities:

• Coordinate requests for new positions based on site staffing needs and work with Site Leadership and Talent Acquisition to ensure position requirements and hiring priorities are clearly communicated.
• Communicate with client and on-site stakeholders regarding open positions, staffing requirements, recruiting progress, and outstanding hiring needs.
• Coordinate interview schedules between candidates, Site Leadership, hiring managers, and Talent Acquisition and communicate interview details, next steps, and required information to candidates.
• Follow up with hiring managers and Talent Acquisition regarding candidate feedback, hiring decisions, and outstanding recruiting actions.
• Maintain accurate recruiting, candidate, staffing, and position trackers and provide regular updates to Site Leadership and Senior Operations.
• Coordinate recruiting events, local hiring activities, and other staffing initiatives as needed.
• Coordinate new employee onboarding activities, including day-one communications, orientation, site-specific requirements, badging, access, and required documentation.
• Support LMS training assignments, track required training and certifications, and follow up with employees and managers regarding outstanding requirements.
• Serve as a local resource for new employees during their transition onto the site and help ensure they have the information and resources needed to successfully onboard.
• Serve as the on-site point of contact for general employee HR questions and administrative needs, helping employees identify the appropriate resource for questions, concerns, and requests.
• Coordinate with Human Resources to route employee questions appropriately and support employee communications and HR-related administrative processes.
• Support employee transfers, mobilizations, demobilizations, project changes, and other employee movements in coordination with Operations and Human Resources.
• Maintain confidentiality and professionalism when handling employee information, HR-related matters, and other sensitive information.
• Serve as the on-site point of contact for employee EHS questions and administrative needs and help employees connect with the appropriate EHS resources.
• Support communication of site-specific EHS requirements and assist with tracking required safety training and certifications in coordination with EHS and Operations.
• Escalate employee, HR, EHS, or operational concerns to the appropriate Human Resources, EHS, Site Leadership, or Senior Operations personnel when required.
• Provide day-to-day administrative and operational support to Site Leadership and Senior Operations.
• Maintain Smartsheet, Excel, LMS, and other operational trackers and ensure information remains accurate and current.
• Prepare reports, staffing updates, status reports, and other information required by Site Leadership and Senior Operations.
• Coordinate meetings, site activities, employee communications, and follow-up actions across multiple departments.
• Track outstanding recruiting, onboarding, training, employee, and operational action items and proactively follow up with appropriate stakeholders to drive completion.
• Support special projects and process improvement initiatives led by Senior Operations and help identify gaps or opportunities to improve site administrative and operational processes.
• Any other duties or responsibilities that may be assigned to you in your role.

Skills Required:

• 3+ years of experience in operations coordination, recruiting, Human Resources, construction administration, or a similar support role preferred.
• Highly organized and dependable with strong attention to detail and the ability to consistently follow through on commitments and outstanding actions.
• Proactive approach to work with the ability to identify what needs to be done, take ownership of responsibilities, and drive tasks through completion.
• Ability to manage multiple candidates, interviews, employees, staffing requests, and competing deadlines simultaneously.
• Strong written and verbal communication skills with the ability to communicate professionally and effectively with employees, candidates, managers, clients, and senior leadership.
• Professional and approachable with the ability to serve as a trusted on-site resource for employees while maintaining appropriate confidentiality and discretion.
• Strong coordination skills and the ability to work effectively across Operations, Talent Acquisition, Human Resources, EHS, Site Leadership, and other departments.
• Strong problem-solving and judgment skills, including the ability to resolve routine issues independently and recognize when matters should be escalated to HR, EHS, etc.
• Ability to work independently, take ownership of responsibilities, and remain accountable for follow-up while also working effectively as part of a broader team.
• Proficiency with Microsoft Office, Excel, Teams, and similar business applications; experience with Smartsheet, Learning Management Systems (LMS), ATS, or HR systems preferred.
• Ability to maintain accurate recruiting, employee, training, and operational records while handling sensitive information appropriately.
• Experience working within construction, semiconductor, data center, manufacturing, or another industrial site environment preferred.

Education / Licenses / Certifications:

• Bachelor's degree in Business Administration, Human Resources, or related field preferred.
• Relevant HR, recruiting, operations, or administrative certifications preferred.
• Proof of education, licenses, and certifications will be required where applicable.

Benefits:

• Medical, Dental and Vision Insurance
• Life, Short-Term, Long-Term Disability Insurance
• Training and Education Assistance
• 401k Retirement Plan
• Extra Annual Leave with Years of Service
• Maternity/Paternity Leave
• Recognition Rewards

LotusWorks is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to creating a diverse and inclusive workplace where all employees feel valued, respected, and empowered.