Office Coordinator

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JOB DESCRIPTION

Position: Office Coordinator
FLSA Status: Exempt / Bonus Eligible
Reports To: Global Director, HRBP - Americas
Department: Administration / Management

POSITION SUMMARY

The Office Coordinator serves as the central hub for workplace operations, employee experience, executive support, and organizational effectiveness. This role is responsible for managing office administration, company events, internal communications, visitor management, executive coordination, and special projects while ensuring a highly organized, professional, and welcoming work environment.

The ideal candidate is a proactive self-starter who anticipates needs, takes initiative, drives projects to completion with minimal supervision, and helps keep leaders and teams organized, informed, and on schedule. This individual serves as a trusted resource across all levels of the organization and plays a key role in fostering a positive workplace culture and employee experience.

ESSENTIAL DUTIES & RESPONSIBILITIES

Office Administration & Operations

• Manage daily office operations, including ordering and maintaining office supplies, conference room beverages and snacks, incoming and outgoing mail, copies, and general administrative support.
• Maintain company visitor calendars to ensure awareness of onsite visitors and contractors while supporting workplace safety and security.
• Serve as the primary contact for Carbon Footprint data collection related to employee business travel.
• Maintain employee service recognition displays and coordinate monthly birthday and anniversary celebrations.
• Coordinate company bereavement flowers and sympathy arrangements following appropriate approvals.
• Assist with light upkeep of live plants and overall Hansgrohe brand presentation throughout the office.
• Support all departments with administrative projects and special assignments as needed.
• Maintain excellent attendance in accordance with company policy.

Executive Support & Organizational Coordination

• Provide administrative support to senior leadership, including calendar management, meeting coordination, travel arrangements, presentation preparation, and special projects.
• Track key action items and follow-up commitments from leadership meetings to ensure timely completion.
• Assist leadership in maintaining visibility of important deadlines, projects, and deliverables.
• Coordinate executive visits, board meetings, customer visits, and leadership events.

Employee Experience & Culture

• Serve as a welcoming and approachable resource for employees, visitors, and business partners.
• Partner with Human Resources to support onboarding activities and create a positive new hire experience.
• Assist with employee engagement, wellness initiatives, recognition programs, service anniversaries, and company celebrations.
• Foster a positive, inclusive, and engaging workplace culture.

Event & Project Management

• Plan and coordinate company meetings, retreats, Town Hall meetings, leadership events, customer visits, and employee engagement activities.
• Manage event logistics including invitations, agendas, vendors, catering, transportation, budgets, communications, and follow-up activities.
• Coordinate travel, housing, and transportation for interns, trainees, visiting students, relocations, and international visitors.
• Support Hansgrohe's talent acquisition process by coordinating candidate interview logistics and follow-up activities.

Internal Communications

• Prepare and distribute internal and external communications on behalf of Human Resources and the Executive Team through company communication channels (!, Teams, digital displays, etc.).
• Respond professionally to visitors, vendors, customers, and incoming telephone calls while exercising sound judgment and discretion.

Global Coordination (Hansgrohe SE)

• Manage and maintain the Hansgrohe North America visitor master calendar.
• Coordinate and maintain the annual master calendar with Hansgrohe SE.
• Assist with international travel arrangements for North American employees.
• Support annual Carbon Footprint initiatives in collaboration with Hansgrohe SE.

KNOWLEDGE, SKILLS & ABILITIES

• Exceptional organizational and project…