Office Coordinator

Actalent Services is hiring an experienced Office Coordinator for a permanent role supporting our employees, leadership and office operations within our Louisville engineering office. The Office Coordinator provides superior service in the areas of administration, office operations, employee engagement and travel support for our engineering consultants.

This role offers hybrid flexibility (up to 1 day remote) to qualified candidates with executive admin experience who are local to Louisville, KY.

Essential Functions:

• Provide outstanding customer service for all internal employees and office visitors.
• Coordinate office events such as lunches, visitor meetings, get together, awards, etc. in partnership with Engineering Manager and Project Managers.
• Answer and direct incoming phone calls and questions to responsible persons within Actalent.
• Offer and provide outstanding levels of administrative support to all internal and external employees.
• Maintain a professional work environment and drive the center culture in alignment with Actalent’s Guiding Principles.
• Organize office social committee to support and drive participation in planning office events and celebrations
• Maintain and organize inventory, order supplies and promotional items.
• Support, process and respond to travel requests and arrangements for Actalent consultants and employees
• Resolve travel logistics and compliance issues and assist in reviewing expense reports and audits
• Upload travel itineraries into internal systems; set-up new employees' travel and expense accounts (Concur)
• Provide information to internal departments relative to travel booking and finances
• Support engineering leadership with meeting preparation including but not limited to: assembling documentation, preparing slides, projects by request, and other materials.
• Order Actalent promotional items and distribute to co-workers and new employees as needed.
• Manage P-Card and reconcile monthly statements.
• Maintain informational bulletin boards located at the center per state specific laws.
• Oversee expenditures in regards to events and center outings as well as partner with the finance team for additional requests.
• Maintain badges for new internal employees as well as visitors to meet security protocol per center policy.
• Responsible for new employee’s desk set up, shipping/receiving of equipment, and ordering business cards.

Minimum Education/Abilities/Skills

• Minimum 6 years of professional experience in an administrative and/or customer-service related position.
• Prior experience supporting technical and management-level employees is required.
• History providing executive admin support highly desired.
• Previous experience planning and scheduling office events, coordinating catering for office lunches/celebrations, and coordinating/managing calendars, appointments and meeting rooms.
• Strong ability to prioritize, organize, problem solve, and meet deadlines and goals.
• Ability to coordinate and schedule travel.
• Excellent proficiency in MS Office is required.

Compensation Information:

• The starting pay for this role is between $42,000-$45,000 base, with $2,000 in annual bonus potential (paid out in monthly increments). The office coordinator will also be eligible for Actalent's profit-sharing and internal benefits plans (M/D/V/401k) and receive 6 paid holidays and up to 4 weeks (20 days) of paid time off (PTO) per calendar year (accrued).

About Actalent:

Actalent (formerly EASi LLC - founded in 1981) is one of the fastest-growing global leaders providing critical services in engineering and sciences. By adapting to the constantly evolving needs of our customers, we have built specialized expertise and a multidisciplinary perspective — leveraging cutting-edge technology and processes — to constantly improve and deliver innovation. Headquartered in Hanover, Maryland, Actalent serves more than 4,500 clients in the U.S., Canada, Asia Pacific and Europe with 5,000 employees and 27,500 engineering and sciences consultants.

Job Type: Full-time

Pay: $42,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: Hybrid remote in Louisville, KY 40223