Site Operations Coordinator

LotusWorks Ltd; Medford, Northern (MA, KY); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Disability Insurance

Training Assistance

401k Retirement Plan

Extra Annual Leave

Maternity/Paternity Leave

Recognition Rewards

Job summary

LotusWorks Ltd. is seeking an on-site Administrative and Operational Specialist to coordinate recruiting, onboarding, training, and daily HR support for site leadership and staff.

You will act as the on-site liaison between employees, leadership, and corporate support functions to ensure requests and actions are completed efficiently. The role emphasizes maintaining trackers, coordinating onboarding activities, and supporting LMS training and safety requirements, with strong emphasis on

Qualifications

• 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.

Responsibilities

• Coordinate requests for new positions based on site staffing needs and hiring priorities.
• Communicate with client and on-site stakeholders regarding open positions and staffing requirements.
• Coordinate interview schedules between candidates, Site Leadership, hiring managers, and Talent Acquisition.
• Follow up with hiring managers and Talent Acquisition regarding candidate feedback and decisions.
• Maintain accurate recruiting, candidate, staffing, and position trackers and provide regular updates.

Skills

Recruiting coordination

Onboarding

HR support

Communication

Organization

Cross-functional work

MS Office

Smartsheet

LMS

ATS familiarity

Education

Bachelor's degree in Business Administration

HR certifications

Tools

MS Office

Smartsheet

LMS

ATS

Job description

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, Site Leadership, or Senior Operations.
• 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