Administrator, Office

About the role: The Office Administrator plays a critical role in supporting daily site operations, serving as a central point of coordination for office administration, vendor management, employee services, and visitor engagement. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic manufacturing environment. Key responsibilities include:

Office & Site Administration:

Manage day-to-day office operations, maintain front office area, monitor access, manage parking permits, badges, lockers, and conference room scheduling. Conduct daily office walk-throughs to ensure conference rooms, equipment, and common spaces are in good working order.

Vendor & Contract Coordination:

Serve as primary contact for office-related vendors (uniforms, PPE, vending, water services, printers, office supplies); place orders, receive and distribute materials, track usage, approve invoices, and troubleshoot service issues.

Employee Services & Support:

Coordinate uniforms, safety shoes, locker assignments, and onboarding logistics for new employees; assist HR with administrative support and employee communications.

Visitor & Event Coordination:

Manage visitor scheduling and logistics using tracking forms; prepare PPE and site access; plan and execute events ranging from small office gatherings to large multi-day conferences and celebration events.

Communications:

Prepare and distribute weekly announcements, newsletters, and digital signage; update site electronic communication boards and email communications as required.

Facilities & Equipment Support:

Coordinate printer/copier maintenance, manage breakroom supplies and equipment, control front office access panels, and support general facility needs.

Records & Compliance:

Maintain accurate records, including certificates of insurance, vendor documentation, and administrative logs; support compliance with GMP, safety, and regulatory requirements. Manage inbound and outbound mail via USPS, FedEx, and UPS.

Special Projects:

Support plant initiatives as needed, including signage design and production, safety or operational assistance, and cross-functional project support. Perform all other related duties as requested.

About you:

Bachelor's Degree in Business Administration, Management, Human Resources, Communications, or a related field preferred, or an Associate Degree with a minimum of 5 years of relevant office administration experience Minimum of 2-4 years of office administration, facilities coordination, or administrative support experience required. Strong organizational, time-management, and multitasking abilities Excellent written and verbal communication skills Ability to interact professionally with employees, visitors, vendors, and leadership Proficiency with office technology such as Microsoft Office Suite (email, calendars, spreadsheets, document management, printers/copiers) Problem-solving mindset with ability to work independently Attention to detail and confidentiality handling Ability to work in a manufacturing or plant environment while promoting safety and GMP standards This role is site-based and front-facing, requiring consistent presence at the office to support employees, vendors, and visitors. What you can expect from

Barry Callebaut:

Competitive salary and comprehensive benefits package. Environment that welcomes workplace flexibility. An atmosphere where diversity is embraced, and inclusivity is second nature. We call it #OneBC! Just ask our champions with the Americas Women's Forum and the Racial Equality Forum! Ability to grow personally and professionally within an organization that values development and internal career growth. Be part of our mission in making sustainability the norm through Forever Chocolate with priorities centered around prospering farmers, zero child labor, carbon and forest positive, and creating 100% sustainable ingredients in all of our products.