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Front Office Coordinator

Multimatic -
Fort Wayne, IN

Apply Now

Job Details

Full-time
3 days ago

Qualifications

Microsoft Outlook
Spreadsheets
High school diploma or GED

Full Job Description

Front Office Coordinator

Reports To: Human Resources Manager

Shift: First Shift

Position: Hourly

____________________________________________________________

Position Summary

NOTE: THIS IS NOT AN ENTRY LEVEL POSITION

The Front Office Coordinator serves as the first point of contact for associates, applicants, visitors, vendors, and contractors while providing administrative support to the Human Resources department.

This position is responsible for creating a welcoming and professional experience, maintaining accurate records, coordinating employee engagement activities, and supporting the day-to-day administrative operations of the department. The ideal candidate is organized, detail-oriented, approachable, and enjoys working in a structured environment where accuracy, customer service, and professionalism are essential.

Essential Duties and Responsibilities

Front Office & Employee Support

Serve as the first point of contact for associates, applicants, visitors, vendors, and contractors.
Greet visitors and maintain a welcoming, professional front office environment.
Answer and direct incoming phone calls, radio communications, and walk-in inquiries.
Route associates to the appropriate department or team member for assistance.
Maintain visitor logs, confidentiality agreements, contractor documentation, and related records.

What Success Looks Like

A successful Employee Services Coordinator:

Creates a positive first impression for everyone entering the Human Resources office.
Maintains accurate records with exceptional attention to detail.
Anticipates administrative needs and takes initiative to keep work moving.
Communicates professionally and courteously with employees and visitors.
Handles multiple priorities without becoming overwhelmed.
Takes pride in keeping the department organized and running efficiently.
Contributes to a positive employee experience through professionalism, responsiveness, and a helpful attitude.

Administrative Coordination

Perform accurate data entry and maintain departmental spreadsheets, trackers, and reports.
Maintain employee records and departmental files in accordance with company procedures.
Prepare attendance documentation and other administrative paperwork for leadership review.
Assist with attendance tracking by maintaining accurate records and documentation.
Schedule hourly interviews, meetings, and other departmental activities.
Coordinate company car/rental car travel arrangements as needed.
Maintain office supply inventory and place orders as needed.
Operate standard office equipment including copier, scanner, and multi-function devices.
Support department projects and perform general administrative duties as assigned.
I-9 compliance

Attendance & Record Administration

Maintain attendance, vacation, and other employee tracking records and reports.
Prepare attendance-related disciplinary documentation for management review.
Assist with record retention and document organization.
Support HR recordkeeping while maintaining confidentiality of sensitive information.

Employee Engagement & Communications

Coordinate employee recognition activities, appreciation events, holiday celebrations, birthdays, anniversaries and other employee engagement programs.
Coordinate event logistics including scheduling, vendors, luncheons, and communications.
Serve as chair to the event planning committee.
Maintain employee communication boards and digital announcements.

General Support

Work closely with Human Resources and other departments to provide administrative support.
Perform other related duties as assigned.

Qualifications

Required

High school diploma or GED.
Two (2) years of administrative, office coordination, receptionist, or customer service experience.
MUST HAVE Proficiency with Microsoft Office, particularly Excel and Outlook.
Experience working with databases, spreadsheets, or tracking systems.
Strong written and verbal communication skills.
Excellent organizational and time management skills.

Preferred

Manufacturing or industrial office experience.
Experience with attendance or payroll support systems.
Experience coordinating events or employee activities.

Knowledge, Skills & Abilities

Successful candidates will demonstrate:

Strong critical thinking and sound decision-making skills.
Exceptional attention to detail and accuracy.
Excellent organizational and multitasking abilities.
A positive, approachable, and professional attitude.
Outstanding customer service skills.
The ability to remain calm while managing multiple priorities.
Initiative and the ability to work independently with minimal supervision.
Comfort performing repetitive administrative tasks while maintaining a high level of accuracy.
The ability to build positive working relationships with employees at all levels of the organization.
A commitment to maintaining confidentiality and professionalism.

Physical Requirements

Frequent sitting, standing, walking, reaching, and use of hands.
Ability to occasionally lift up to 20 pounds.
Ability to work throughout a manufacturing facility as needed.
Occasional flexibility in schedule to support company events or business needs.

Work Environment

This position works primarily in an office environment located within a manufacturing facility. Regular interaction with employees, applicants, visitors, and vendors is required. The noise level is generally moderate in the office and may be higher when working in production areas.

To learn more about Multimatic, check out our youtube channel - https://www.youtube.com/watch?v=psOjJIh3t90

If you are interested in this position, apply by sending us your cover letter and resume.

We thank all interested candidates in advance; however, only individuals selected for interviews will be contacted.

As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, recruitment-related accommodations for disabilities, are available upon request throughout the recruitment and assessment process for applicants with disabilities.

Apply Now

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____________________________________________________________

Position Summary

Essential Duties and Responsibilities

Front Office & Employee Support

What Success Looks Like

Administrative Coordination

Attendance & Record Administration

Employee Engagement & Communications

General Support

Qualifications

Required

Preferred

Knowledge, Skills & Abilities

Physical Requirements

Work Environment