Administrative Coordinator

2 months ago

Exton, United States United Safety & Survivability Corporation Full time

United Safety and Survivability Corporation is committed to delivering the most innovative and reliable safety and survivability solutions our customers can trust to protect life and property. As the global leader in our industry, we push boundaries by utilizing innovation to highly engineer and produce the next generation of safety and survivability technologies.


At United Safety we’re solving our industry's most important problems with talented individuals who share our passion to change the world. Our culture is fast-paced, energetic and innovative. We work to build an inclusive environment in which everyone, regardless of gender, race, religion, age, or background, can do their best work. We are fully committed to continuous growth and advancement; we will reinvest profits and resources into our employees, our processes and product innovation.


Job Title: Administrative Coordinator

Department: Human Resources

Classification: Non-Exempt


Summary: The Administrative Coordinator is responsible for performing a variety of administrative and clerical tasks which include providing support to our managers, employees, and visitors; assisting in daily office needs; and managing our company’s general administrative activities.


In this role, we are looking for a multitasker with excellent communication skills and an upbeat attitude. To be successful in this role, you should be professional, polite, and attentive while also being accurate and timely. Ultimately, a successful Administrative Coordinator should ensure efficient and smooth day-to-day operations of our corporate headquarters and manufacturing facility.


As an Administrative Coordinator, you will:

  • Greet and aid visitors in obtaining the information they need and ensure they receive proper documentation and assistance required for and during their visit. All guests must go through the visitor registration system, which this role would manage.
  • Handle incoming phone calls and emails, directing them to the appropriate personnel and assisting by providing directions, and other relevant information whenever possible.
  • Provide high-level administrative support to executives, including calendar management, meeting preparation, email coordination, and follow-up.
  • Prepare and edit documents, presentations, and reports for executive team members.
  • Assist executives team members in creation of expense reports and uploading expenses.
  • Assist with corporate events and special occasions, including but not limited to breakfast or lunch meetings, CEO lunches, HR monthly events, hotel, airfare, or car reservations.
  • Provide general support to employees.
  • Manage badge system, including but not limited to creation of new hire badges, termination of badges when needed, updating badges, etc.
  • Produce and distribute correspondence emails, announcements through Paylocity, letters, faxes and forms.
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Maintain computer and manual filing system.
  • Maintain administrative systems and office procedures to make them more efficient.
  • Sort all incoming mail and faxes, and distribute daily; prepare outgoing mail for shipment, coordinate with the shipping department when required.
  • Maintain (office and kitchens) supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies. Research new deals and vendors to keep costs at a minimum.
  • Ensure operation of copiers, postage machine, canteen market, etc. by coordinating preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Assist in reconciliation of monthly HR Amex.
  • Assist with ad hoc HR tasks.
  • Anticipate the needs of others in order to ensure their seamless and positive experience.
  • Contribute to team effort by accomplishing related results.
  • Perform other duties as needed.


You’re a great fit for this position if this describes you;

  • Associates degree or equivalent experience.
  • 3+ years’ experience as an Administrative Assistant, Virtual Assistant, Office Administrative Assistant or Office Manager.
  • Experience working with office management systems and procedures.
  • Working knowledge of office equipment, like printers and fax machines.
  • Strongly proficient in MS Office. (MS Excel, MS Outlook and MS PowerPoint, in particular)
  • Exceptional written and oral communication skills, including accurate spelling, punctuation, and grammar for producing error-free letters, reports, and decision-making documents. Demonstrates outstanding tact and diplomacy for effective customer service, conflict management, and relationship building with internal and external contacts.
  • Demonstrated ability to manage multiple projects including, analytical thinking, planning, prioritizing, problem solving, decision making with minimal supervision.
  • Must handle sensitive information with discretion.
  • Familiar with general manufacturing concepts is a plus.


Here at United Safety, we embrace the core values that make us great.


P A S S I O N to build the future together.


People Attitude Service Safety Innovation One Company Nimble


This position description is intended to guide the activities of the person in this role. It is not intended to limit the thinking and creativity of the person in this role, nor is it intended that this description represents all the work that may be required of a person in this position.


United Safety is an Equal Opportunity Employer

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