Site Coordinator

Summary of Role

The Site Coordinator serves as a key administrative and client-facing partner for the Germantown site, reporting to the Site Head. This role is responsible for ensuring smooth day-to-day site operations, coordinating administrative support across multiple departments, and serving as the primary point of contact and “face of the site” for customers, prospects, and visitors. The role requires strong organizational skills, professionalism, and the ability to balance client experience with internal administrative needs.

Essential Functions

• Provide comprehensive administrative support to the Germantown Site Head and site-based leadership teams as requested.
• Partners with leaders across departments (e.g., Operations, Program Management, Commercial, HR) to support site-level administrative needs and special projects.
• Prepare communications, emails, memos, reports, and presentations related to site initiatives.
• Attend meetings as requested; prepare agendas, capture minutes, track action items, and follow up on deliverables.
• Process purchase requisitions and expense reports in accordance with company policies.
• Travel support and managing approval process for US based employees, candidates and customers if needed.
• Serve as the primary coordinator and host for all existing and prospective customer visits at the Germantown site, ensuring a professional and positive first impression.
• Maintain the customer visit calendar and coordinate closely with Program Management, Commercial teams, and site senior leadership.
• Prepare and distribute a weekly report detailing upcoming client and prospect visits and visit-readiness status.
• Obtain, finalize, and distribute detailed visit agendas in partnership with Program Management and Commercial teams.
• Act as the internal point of contact for on-site client and prospect visits, ensuring clear communication and seamless execution.
• Carefully coordinate all visit logistics, including but not limited to: - On-site meals and catering - Internet access and meeting space setup - Site tours and required personal protective equipment (PPE) - Office space and materials
• Support customers and out-of-town visitors with logistics, including local travel, hotel, and restaurant recommendations.
• Aid in customer and prospect feedback surveys; identify themes and support continuous improvement actions as needed.
• Develop strong working relationships with employees at all levels across the Germantown site and broader organization.
• Work closely with community organizations and local resources to support site-related volunteer, community engagement, and donation initiatives.
• Support site events, meetings, and engagement activities as needed.
• Demonstrate flexibility and professionalism in a dynamic, fast-paced environment.
• Perform additional site-related administrative duties as assigned by the Site Head.
• Successfully perform all essential duties with or without reasonable accommodation.
• Superior organizational skills and ability to manage multiple priorities.
• Excellent verbal communication and customer service skills.
• Excellent attention to detail, including accurate data entry.
• Ability to maintain a high level of confidentiality.
• Executive presence and a strong understanding of professional business etiquette.
• Proficiency with Microsoft Office applications.
• Ability to adapt to change in a dynamic, high-pressure environment.
• Excellent communications skills at all levels in a business environment.
• Commercial awareness.
• Candidates need to be competent with IT systems, and Microsoft Office including Outlook, PowerPoint, Word and Excel.

Qualifications

• A high school diploma required; Associate degree or bachelor’s degree preferred.
• 3-5 years of customer service, event planning or concierge experience required.
• 3-5 years related administrative support experience required.
• 3-5 years in an executive support or administrative role.
• Experience in industrial and/or B2B marketing preferred.
• Up to 5% travel required.

Benefits

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay

Details regarding pay are not specified in the job posting.

Schedule

Details regarding schedule are not specified in the job posting.