Administrative Coordinator

Fisher Refrigeration, Inc., founded in 1959, specializes in Ammonia Refrigeration services, offering design, build, and maintenance solutions. Operating in over thirty‑three states across the United States, the company also serves international clients. Recognized for its innovative approach, Fisher Refrigeration is consistently seeking opportunities to grow and expand its reach. Headquartered in South Bend, Indiana, the company maintains a strong reputation for excellence in the refrigeration industry.

This is a full‑time, on‑site position located in South Bend, IN. The Administrative Coordinator will manage daily administrative operations and provide support for office functions. Responsibilities include maintaining organized records, supporting customer inquiries, assisting in financial processes, and collaborating with team members to ensure efficiency. The Administrative Coordinator will act as a liaison between various stakeholders and departments, promoting effective communication and operational success.

• Serve as the first point of contact at the front desk, greeting visitors and managing phone and email communications.
• Order and manage company apparel and other employee materials.
• Coordinate new hire equipment and tools, including phones, iPads, and office supplies.
• Enter and process overhead bills, reconcile company credit cards, and file invoices accurately.
• Book travel arrangements for employees, including flights, hotels, and transportation.
• Establish and maintain positive relationships with vendors (e.g., hotels, car rental companies, printing providers, and other service partners).
• Negotiate pricing, terms, and service agreements to ensure cost savings and favorable terms.
• Research and identify new vendors when cost, quality, or service improvements are needed.
• Manage office supply inventory and order items as needed.
• Plan, coordinate, and assist with company events and employee activities.
• Provide administrative support to other departments as needed.
• Maintain organized records and documentation for office operations and administrative tasks.
• Assist the Service Department with company truck registration distribution and related compliance.
• Coordinate the year‑end 1099 mailing process in collaboration with accounting.
• Prepare and maintain subcontractor lists for CPA.
• Track Certificates of Insurance (COI) for subcontractors and ensure availability for CPA review.
• Provide required information to HR for workers’ compensation audit requirements.

While this job description outlines the primary responsibilities and qualifications for the role, team members are expected to remain flexible and adaptable. At times, employees may be asked to assist with tasks or provide support to other departments. Fisher Refrigeration values teamwork and cross‑functional collaboration and recognizes that success often depends on individuals stepping outside of their defined roles to contribute to overall company goals.

• 3+ years of experience in administrative support or office coordination.
• Exceptional communication and customer service skills, with the ability to interact professionally with clients, vendors, and team members.
• Strong organizational and multitasking skills, with attention to detail.
• Knowledge of finance‑related tasks such as handling invoices or financial documentation.
• Problem‑solving abilities, attention to detail, and time‑management skills.
• Proficiency in office software and tools, such as MS Office Suite.
• High school diploma or equivalent; an associate’s or bachelor’s degree is a plus.
• Prior experience in refrigeration, construction, or service industries is advantageous but not required.
• Multitasking and time management.
• Organization and attention to detail.
• Communication and teamwork.
• Problem‑solving and initiative.
• Customer service and professionalism.

• Primarily office‑based, with occasional movement around the office.
• This position may require local travel to meet with vendors or coordinate services.
• Ability to lift light office supplies and equipment as needed.

Mid‑Senior level

Full‑time

Administrative

Industries:
Construction