Shared Services Coordinator

About the Role

The Shared Services Coordinator provides administrative and operational support across the Shared Services functions, helping to maintain effective day-to-day operations for Human Resources, Accounting, and Safety. This role also provides front office coverage as needed while supporting department leaders and initiatives through meeting and calendar coordination, action-item tracking, project support, reporting, and other administrative needs. Through strong organization, communication, and follow-through, the Shared Services Coordinator helps coordinate priorities, support department needs, and contribute to the efficient operation of Shared Services.

Responsibilities

• Front Office Operations Support:
  • Provide front office coverage as needed, greeting, assisting, and directing visitors in a professional and friendly manner.
  • Assist with incoming telephone calls, providing information or routing as needed.
  • Support daily mail operations, including opening, sorting, and processing incoming and outgoing mail.
  • Assist with meeting and event needs, including placing catering orders as requested.
  • Help maintain office supply inventory and coordinate replenishment as needed.
• Human Resources Support:
  • Distribute weekly hours reports to managers via email.
  • Maintain Training Vault records, including employee additions and removals.
  • Log and track employee referral program information.
  • Coordinate and prepare 401(k) mailings and related materials.
  • Provide administrative support for HR projects and ad hoc requests as needed.
• Accounting Support:
  • Manage calendars and schedule meetings for the Accounting Leadership team.
  • Coordinate meeting logistics, including conference rooms, Teams meetings, agendas, materials, and catering orders.
  • Record meeting minutes and distribute summaries.
  • Track and maintain leadership action items, department priorities, and quarterly initiatives, ensuring completion and providing updates to help leadership monitor progress and upcoming needs.
  • Provide administrative support for system implementations and special projects by coordinating meetings, tracking progress, and following up on action items.
  • Coordinate department logistics including lunches, travel arrangements, and other requests as needed.
  • Assist with internal employee onboarding and offboarding activities such as coordinating workspace setup and training schedules.
  • Provide backup support for Accounts Payable email management, including monitoring, sorting, and routing messages as appropriate.
• Safety Support:
  • Coordinate enrollment of team members in safety and compliance training.
  • Prepare and distribute monthly safety and compliance reports.

Requirements

• High school diploma or GED; Associate’s degree in Business Administration or a related field preferred.
• Two years of administrative experience, office coordination, or related experience.
• Experience with multi-line phone systems preferred.
• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and Adobe applications.

Skills

• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to maintain confidentiality.
• Ability to collaborate effectively with internal team members and external visitors.
• Strong attention to detail and follow-through.

Work Environment

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 10 pounds occasionally.
• May have occasional visits to a job site which would require periods of standing, walking, and/or climbing stairs.

Equipment/Tools Used

• Laptop computer
• Multi-line phone system
• Scanner
• Copier/Printer
• Postage machine