Office Coordinator

JOB TITLE:  Office Coordinator                      SALARY GRADE:  Non-Exempt 

DEPARTMENT:   Human Resources               REPORTS TO: HR Manager/CEO                                REVISION DATE:  8/5/2026

Job Summary

At Adams Thermal Systems, we are growing—and with that growth comes opportunity. The Office Coordinator role is a dynamic, high-impact position that sits at the center of our organization. This individual will serve as both a relationship builder and a data-driven problem solver, requiring strong interpersonal skills, sound judgment, and the ability to analyze information to support decision-making.

This role interacts daily with employees, customers, and leadership, while also working behind the scenes to manage data, reporting, and systems that keep the business running efficiently. The ideal candidate thrives in a fast-paced environment, enjoys wearing multiple hats, and can seamlessly shift between providing a welcoming front-line presence and delivering accurate, insightful administrative and analytical support.

Responsibilities may include:

Office Administrative Tasks

• Answers inbound phone calls and route the call to the appropriate personnel
• Welcome visitors and direct them to relevant office/personnel
• Generate security badges and assigns security profile for new employees and visitors
• Scan and upload documents
• Maintain inventory of office supplies and purchase new supplies as needed 
• Provide backup to Document Control Specialist 

Quality/Engineering

• Prepare regularly scheduled reports to support management decision making.
• Generate reports of company metrics such as internal and external defects and scrap

Requirements

• Accuracy and attention to detail.
• Ability to communicate effectively with personnel by telephone, in person, or through email.
• Advanced in MS Suite, including Excel PivotTables, VLOOKUP, INDEX/MATCH, and data tables.
• Excellent time management skills with a proven ability to meet deadlines
• Ability to work with multiple teams of people on multiple projects simultaneously. 
   
  Education and Experience:
  • High school diploma or equivalent required; Associate degree in office administration or related field preferred.
    

• Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.