Administrative Coordinator

Haynes Equipment

Oklahoma City, OK

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JOB DETAILS

SKILLS

Administrative Skills, Commissioning, Communication Skills, Construction, Construction Engineering, Consulting, Customer Relations, Customer Training, Dental Insurance, Detail Oriented, Documentation, Event Management, Executive Assistant Skills , Leadership, Mail Processing, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Operations Management, Order Supplies, Organizational Skills, Parts Sales, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Preventative Maintenance, Professional Services, Project/Program Management, Property Maintenance, Record Keeping, Sales, Sales Administration, Software Design, Supervisory Control and Data Acquisition (SCADA), Systems Administration/Management, Telemetry, Telephone Skills, Time Management, Travel Planning, Vehicle Fleets, Writing Skills

LOCATION

Oklahoma City, OK

POSTED

2 days ago

COMPANY SUMMARY
Haynes Equipment Company represents the top equipment manufacturers in the municipal water and wastewater industry today. In addition to equipment sales, our integration, programming, SCADA, and telemetry offerings make us your most comprehensivepartner for any project. Our added value is supported by our capabilities to assist engineers with equipment application design and support equipment installation and commissioning throughout the construction process. We continue to support our equipment and systems installed by providing in-housetechnical consultation, diagnostic and repair services, and aftermarket parts sales.

POSITION SUMMARY
The Administrative Coordinator serves as the first point of contact for customers, vendors, and visitors while providing critical administrative support to the sales, service, and project teams. This position is responsible for managing front desk operations, coordinating office administration, maintaining business records, coordinating travel and events, and assisting with facility and fleet tracking activities. The ideal candidate is highly organized, professional, detail-oriented, and capable of managing multiple priorities in a fast-paced office environment.

KEY DUTIES AND ESSENTIAL FUNCTIONS:
• Answer and direct incoming calls on the company's main phone line.
• Greet customers, vendors, and visitors in a professional and welcoming manner.
• Prepare and assemble submittal documents for projects and equipment packages.
• Coordinate travel arrangements, including flights, hotels, transportation, and itineraries for
employees and leadership.
• Organize company meetings, training sessions, customer events, employee recognition activities,
and other special events.
• Coordinate and order office supplies, lunches for meetings, training sessions, and office events.
• Maintain and update company business contact databases and distribution lists.
• Maintain organized electronic and physical filing systems, ensuring accurate record retention and
accessibility.
• Track company vehicle registrations, maintenance schedules, and related documentation.
• Assist with building maintenance coordination by tracking service requests, vendor visits, repairs,
inspections, and preventative maintenance activities.
• Handle incoming and outgoing mail, packages, and emails.
• Assist with general administrative support for sales, service, and project management teams.
• Support special projects and additional office duties as assigned.

REQUIRED QUALIFICATIONS:
• 3+ years of administrative support experience, preferably in a professional services, engineering, construction, or consulting environment.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Strong organizational, time management, and multitasking skills. • Excellent verbal and written communication skills.
• High level of professionalism, discretion, and attention to detail.

PREFERRED QUALIFICATIONS

Experience supporting executive leadership teams.
Experience using Acumatica
Experience supporting executive leadership teams.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Occasional light lifting (20-25 lbs.), office environment.
• Regularly required to sit or stand, reach, bend, and move about the facility.

The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Office: Standard office equipment; work usually performed in an office setting free from disagreeable elements.
• Standard weekly job hours: 40 hours (8:00 AM-5:00 PM)

BENEFITS:

Health insurance
401(k)
Dental insurance
Life insurance
Paid time off
Vision insurance

We are an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.
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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

About the Company

Haynes Equipment

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