Administrative Services Coordinator

at Mizkan America Inc in Schaumburg, Illinois, United States Job Description The Administrative Services Coordinator is responsible for ensuring the smooth day-to-day operation of the corporate office while providing administrative support for company needs. This role serves as the first point of contact for visitors, supports leadership administrative needs, and manages key processes such as purchase orders, document coordination, and mail distribution. This position requires onsite work 5 days per week and plays a critical role in maintaining daily office operations, including physical mail and package management, as well as coordination of building-related requests and communications.

Essential Functions:

Serve as the primary point of contact at the front desk, greeting visitors and directing them appropriately Support resolution of facility or equipment issues by coordinating with internal teams or external vendors Submit and track building work orders and maintenance requests; communicate status updates to employees and leadership as needed Answer, screen, and route incoming phone calls not handled by the automated system Manage visitor access, employee badges, and the digital visitor management system Receive, sort, and distribute mail and packages; coordinate all incoming and outgoing shipments Maintain a clean, organized, and professional front office, mailroom, and kitchen areas Monitor and maintain office and kitchen supply inventory, including ordering, stocking, and invoice verification Coordinate building notifications (e.g., maintenance alerts, service disruptions, safety notices) and ensure timely employee communications Support onsite meetings and events Provide administrative support to the leadership team as needed, primarily in, but not limited to, the legal department Assist with calendar coordination and meeting logistics Perform execute administrative tasks such as document preparation and scheduling Prepare reports and business documents Create and manage the purchase order (PO) process Track invoices and partner with Finance for payment processing Regular, predictable, in-person attendance Monday - Friday is an essential function of this position This list is intended to describe the general nature and level of work performed. This is not an exhaustive list of all responsibilities required for this role Perform other duties assigned that support the overall success of the team, department, or organization. This may include participating in cross-functional initiatives, contributing to process improvements, or assisting with special projects as needed

Key Skills/Competencies:

Reliable, self‑motivated, and highly organized with strong attention to detail Demonstrated learning agility and willingness to take on new responsibilities Strong written and verbal communication skills, with the ability to interact professionally with employees, leadership, vendors, and visitors Excellent customer service and interpersonal skills Ability to multitask and work effectively in an environment with frequent interruptions Proven ability to handle confidential information with discretion and professionalism Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Ability to learn and operate office equipment such as copiers, scanners, postage machines, and shipping systems

Physical Requirements and Work Conditions:

This position is performed primarily in a professional office environment Prolonged periods of sitting while working at a computer and performing administrative tasks Frequent use of hands and fingers for typing, handling paperwork, and operating standard office equipment Ability to view computer screens and printed materials for extended periods with a high level of accuracy Daily standing, walking, bending, reaching, and moving throughout the office, mailroom, and kitchen areas Ability to lift and move packages and supplies weighing up to 25 pounds Ability to communicate effectively in person, by telephone, and through electronic communication To view full details and how to apply, please login or create a Job Seeker account