Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.
The Office Coordinator serves as the first point of contact for the facility while providing critical administrative and operational support across the site. This role ensures smooth front office operations, supports shipping and documentation processes, coordinates visitor logistics, assists with site events and communications, and maintains key administrative systems including purchase orders.
This position plays a key role in supporting daily plant operations and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.
Key Responsibilities:
Front Desk & Guest Experience
Greet and assist visitors, vendors, and employees in a professional and welcoming manner
Manage incoming calls, screen and route inquiries, and maintain site directories
Oversee visitor registration processes (e.g., lobby systems) and notify internal hosts upon arrival
Coordinate visitor logistics including scheduling, meals, and meeting arrangements
Ensure visitors comply with site safety requirements, including proper PPE (e.g., safety glasses, high-visibility vests, steel-toe footwear as required)
Administrative & Office Operations
Provide general administrative support to site leadership and cross-functional teams
Manage office supply ordering (e.g., Amazon/Ariba) and maintain inventory of common-use items
Support mail handling, including sorting, processing, and logging checks and sensitive documents in accordance with company procedures
Maintain organized filing systems (physical and digital), including records such as packing slips and documentation
Coordinate conference room scheduling and meeting setup (including catering and room readiness)
Assist with expense report preparation and administrative system support (e.g., Concur delegation)
Shipping & Documentation Support
Assist the shipping team with preparation, organization, and filing of shipment documentation
Manage packing slips and related records (sorting, scanning, filing, and retention practices)
Create, review, and distribute shipping paperwork (e.g., bills of lading and supporting documents)
Partner with operations and shipping teams to support accurate and timely outbound shipments
Purchase Order & Systems Support
Create and maintain purchase order frameworks and requisitions within company systems
Ensure accuracy and compliance with internal financial and procurement processes
Support ongoing tracking and coordination with finance and operations teams
Event, Communication & Engagement Support
Assist with planning and execution of employee engagement events (e.g., luncheons, blood drives, fundraisers)
Partner with site committees to coordinate logistics, communications, and materials
Create and distribute site communications (email, posters, monitors, communication boards)
Coordinate food orders and ensure dietary restrictions are captured and accommodated
Maintain employee recognition communications (e.g., birthdays, anniversaries)
Facilities & Site Coordination
Submit and track maintenance requests through internal systems
Support upkeep of shared spaces such as front office and lunchrooms (e.g., supplies, coffee service, cleanliness awareness)
Coordinate vendor visits and ensure proper access and approvals (e.g., IT/server room, maintenance vendors)
Maintain safety and organizational standards in common areas
Lead lost and found tracking and general site support needs
Specialized Administrative Support
Assist with gauge calibration coordination and vendor interactions
Support occasional notary services (or obtain certification if required)
Manage creation of site materials such as labels, decals, or signage as needed
Support internal compliance practices (e.g., access approvals, documentation controls)
Coordinate recurring communications (e.g., weekly updates, engagement notices)
Qualifications
Required:
High school diploma or equivalent
2+ years of administrative, receptionist, or coordinator experience
Strong organizational, multitasking, and attention-to-detail skills
Proficiency in Microsoft Office (Outlook, Word, Excel)
Strong communication and customer service orientation
Preferred:
Experience in a manufacturing or industrial environment
Familiarity with ERP, procurement, or shipping systems
Experience supporting events, communications, or employee engagement initiatives
Key Competencies
Customer-focused and service-oriented
High attention to detail (especially with documentation and compliance)
Strong organizational and prioritization skills
Effective communication and interpersonal skills
Proactive, adaptable, and solution-oriented
Work Environment
Fully on-site role in a manufacturing facility
Frequent interaction with employees, leadership, vendors, and visitors
Regular coordination with operations, shipping, and maintenance teams
May require movement between office, production-adjacent, and common areas
WHAT WE CAN OFFER YOU:
Our Total Rewards Program goes far beyond base compensation by providing a more fulfilling work experience and offering a competitive benefits program, including:
Generous PTO package and paid holidays
Generous retirement savings plan
Customizable health, dental and vision insurance (eligible on first date)
Career progression plans
Reward and recognition programs
Paid parental leave
Tuition Reimbursement
Company Wellness Program
Employee Discount Program
The estimated pay range for this position is $22/hr. to $26/hr.. Starting pay is dependent on multiple factors, such as skills, experience, and work location. At Xylem, we offer a competitive compensation package with a generous benefits package, including Medical, Dental, and Vision plans, 401(k) with company contribution, paid time off, paid parental leave, and tuition reimbursement.
Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.
At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affirmative Action workplace, Xylem fosters an inclusive environment free from discrimination or harassment.
Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. Embrace the opportunity to be part of Xylem's transformative journey in shaping the future of water technology! #XylemCareers #GlobalImpact #WaterInnovation
