Administrative Coordinator

Galvion’s Shared Services team supports the mission critical work being done across all of our business units, as well as our larger corporate objectives. Our dynamic divisions require innovative, proactive and intelligent strategies, processes, tools and systems to meet their specific business needs, and rely on Shared Services to work collaboratively with them to ensure smooth day-to-day operations in our fast-paced environment. This is your opportunity to build more than just a career. It is your chance to contribute to the development of solutions that make a difference.

PRIMARY EMPLOYMENT OBJECTIVES

The Administrative Coordinator is responsible for the efficient operations of all office services and manages all first impressions when visitors enter the facility at Galvion’s Portsmouth location. Additionally, the Administrative Coordinator will help the Portsmouth team with execution of a variety of day-to-day tasks including interfacing with the Active Systems organization within Galvion.

SPECIFIC ESSENTIAL DUTIES & RESPONSIBILITIES

People:

• Welcomes, greets and assists all visitors/visits (customers, clients, vendors, employees and other guests) and maintains a professional reception area.
• Answers all incoming calls and promptly direct calls to the requested employee or their voicemail.
• Liaises with other Galvion facilities/support functions, specifically Accounts Payable and Accounts Receivable, including sorting incoming invoices addressed to Accounts Payable Team.
• Assist President, HR Director, and other leaders with action tracking
• Assist Talent Acquisition team with basic scheduling for phone screens, interviews, orientation, etc.
• Works closely with Maintenance & Facilities Supervisor on all building related issues.
• Responsible for assisting with new employees as directed by HR including but not limited to:
• Creating badges
• Preparing on-boarding forms and packets
• Screenings (references, I-9, etc.)

Process:

• Orders and maintains office supplies.
• Inventory management for project and engineering material, including AP reconciliation
• Distributes incoming mail (external or internal) promptly to the recipients.
• In coordination with Maintenance & Facilities Supervisor, handles building management on matters including but not limited to maintenance, cleaning, security system, and safety.
• Maintain vendor relations (vending machines, entrance matts, etc.)
• Keeps kitchen, cafeteria (including outside picnic tables) and meeting room facilities stocked, clean and ready for meetings or employees/guests at all times. Occasionally run dishwasher or make coffee.
• Prepare monthly credit card statement for payment in accordance with corporate procedure.
• Responsible for clerical duties including filing, mail outs, binder maintenance. Provides admin support for site team including formatting, scanning, copying, etc.
• Handles coordination for visits and ensures proper arrangements including, but not limited to:
• Booking meeting space
• Ordering, setting up and cleaning up meals, refreshments, etc.
• Arranging for special signage, cleaning, flags, etc. in preparation of visits
• Supports internal employee events planning and execution.
• Supports site leadership in travel coordination including scheduling, booking, invoicing or expense reports, etc.
• Data entry for benefits or other items as requested.
• Sort and distribute paychecks.
• Oversees external cleaning services/supplier: bathrooms, kitchens, workspaces and warehouse.
• Ensures glass panels are cleaned professionally twice per year.
• Maintains office printer and work directly with IT or the printer company on functionality concerns.
• Other duties and responsibilities as assigned.

KNOWLEDGE, SKILL & EXPERIENCE REQUIREMENTS

• Proficiency with Microsoft Office suite (Outlook, Word, Excel) required.
• Previous experience as an administrative coordinator, office manager, or AP/AR specialist is preferred.
• Excellent customer service skills.
• Must be extremely flexible to changing environments of a thriving business and ability to work additional hours.
• Must be able to work independently and as part of a team.
• Meticulous attention to detail and highly organized.
• Strong interpersonal skills – must be outgoing, pleasant, helpful.
• Previous experience using an ERP/business software a plus.

BEHAVIORAL COMPETENCY REQUIREMENTS

• Organizing
  
• Peer relationships
  
• Integrity and trust
  
• Action oriented
  
• Written communication
  
• Priority settings
  

WORK ENVIRONMENT (include physical requirements)

• Office base and manufacturing environment.
• Long periods of sitting.
• Repetitive motion.

About Galvion:

At Galvion, we believe in human-centered innovation. Everything that we do starts with the end-user - the warfighter, the law enforcement officer, the first responder. We work proactively to identify and solve the problems left unsolved by others. We continuously strive to exceed expectation and imagination, whether in a partnership that we facilitate, a solution we provide or a product that we deliver.

Our Armor, Active Systems and Focused Solutions divisions work independently as well as collaboratively to design, develop and deliver best-in-class, purpose-built, advanced solutions that enhance the agility and survivability of the world’s most demanding military and tactical end-users. We exist to empower their missions: we protect the people who protect us. We are thinkers. Doers. Pioneers. We are passionate about what we do. Always looking to the future. Always one step ahead. And with almost 400 people working across design, manufacturing, sales, testing, research, and administration, we’re able to create integrated solutions that genuinely challenge perceptions about what’s possible.

This is your opportunity to build more than just a career. This is your opportunity to play a central role in our life-saving, life-changing work. Join our team and our mission today.

Galvion provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Galvion complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.