Office Coordinator

3 days ago

Watertown, United States Socomec Group Full time

About Socomec Inc.

Socomec (the “Company”) was founded in 1922 and has its global headquarters in France. Socomec designs and manufactures cutting-edge products and solutions within its core areas of expertise: Critical Power, Power Control & Safety, Energy Efficiency, and Energy Storage. With 10% of its annual sales revenue being reinvested into research and development, Socomec even has its very own state-of-the-art testing laboratories.

As an independent manufacturer, with 12 international manufacturing sites, Socomec is known for its innovative, high-quality products. We have grown to a global team of over 3,600 employees. Socomec is comprised of 28 subsidiary companies worldwide, with a strong and growing presence in North America. This Office Coordinator & Invoicing Administrator role is located in Watertown, Massachusetts.


About This Role

This full time position is for an Office Coordinator and Executive Assistant and will report to Chief Financial Officer.

As the Office Coordinator, the incumbent is critical in ensuring the smooth flow of day-to-day tasks in our Watertown office.

As the Executive Assistant, the incumbent will support the CEO.

Due to the nature of this role, the admin will be required to be physically in-office at a minimum of 4 days per workweek and may work remotely from home 1 day per workweek—if their responsibilities for that week permits it.

Responsibilities include, but are not limited to:


Office Coordination (70%)

  • Manage day-to-day office operations, including facility management and supply procurement.
  • Develop and implement office policies and procedures to improve efficiency.
  • Welcome visitors and transfer callers to the appropriate lines
  • Open / sort mail and packages on a daily basis
  • Be available to help colleagues who may be located in office or remotely as needed
  • Support the logistics of any event or meeting hosted at the office—including booking meetings on Outlook and conference rooms, etc.
  • Assist North American HR department and IT Team regarding on boarding of employees based in the Watertown office including setting up desks and equipment for new hires (laptop, phone), arranging/retrieving parking permits and building access cards
  • Act as the primary point of contact for office related inquiries and issues
  • Other duties as assigned


Executive Assistant (30%)

  • Calendar Management: Efficiently manage calendar, scheduling meetings, and coordinating logistics.
  • Travel Management: Arrange travel itineraries, including flights, accommodations, and ground transportation.
  • Expense Management: Prepare and submit expense reports, ensuring accuracy and compliance with company policies; track and manage travel-relatedexpenses.
  • Communication: Serve as a liaison between executives and internal/external stakeholders; draft and respond to emails and other correspondence.
  • Meeting Coordination: Organize meetings, prepare agendas, take minutes, and follow up on action items.
  • Documentation: Maintain and organize files, records, and reports; assist in preparing presentations and other documents as needed.
  • Project Support: Assist in project management tasks, tracking progress, and providing support to various teams.


Qualifications, Skills & Experience

  • 1-3 years’ in a professional office environment
  • At least 2 years’ experience of regular communication (written and oral) with senior management or executives
  • 1-3 years’ proven experience in implementing/driving process improvement
  • Prior experience with event coordination and/or customer service is a plus
  • Prior experience reporting to more than one manager/department is a plus
  • Ability to handle confidential and sensitive information with discretion and professionalism
  • Adaptability to work with various types of personalities face to face and remote
  • Takes initiative and takes pride in their work
  • Strong communication skills (written and oral) in a professional environment
  • Top-notch customer service skills (internal and external customers alike)
  • Adaptability and flexibility to adjust priorities for whatever task is most important at any given time
  • Extremely well organized and reliable
  • High degree of accuracy and attention to detail to submit work or send communications without error
  • Organizational skills to assist multiple employees at one time with various tasks
  • Exceptional follow-up, seeing tasks through to completion
  • Ability to work as part of a team or independently
  • Takes ownership of issues and works alone with little or no supervision
  • IT savvy and comprehends business systems and procedures
  • Demonstrated ability to follow company policies and procedures.


IT / PC Skills requirements

  • High proficiency with Microsoft Office knowledge with emphasis on Teams, EXCEL, Word and Outlook
  • Utilization of Socomec Group Business Systems – training provided


Benefits

  • Group health benefits program
  • Paid time off
  • Short-Term and Long-Term Disability insurance
  • Life insurance
  • Company Sponsored 401(K)
  • Tuition reimbursement
  • Parental Leave
  • Casual dress
  • On-site parking


Schedule

Monday to Friday, 8:00 AM – 5:00 PM



Work Authorization

Must be legally authorized to work in the United States without company sponsorship


If you believe you have the necessary skills and experience for this job, please upload your résumé and apply through LinkedIn.


Upon request, we will provide reasonable accommodation for disabilities to support participation of candidates in all aspects of the recruitment process. All qualified applicants will receive consideration for employment.


We thank all those who apply. However, only those candidates selected for an interview will be contacted.

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