Administrative Coordinator

About Us

Conhagen is a global leader in rotating equipment solutions, serving the power generation, petrochemical, and industrial markets since 1942. We pride ourselves on a strong safety culture, quality workmanship, and a team-oriented environment where employees are treated like family.

Position Summary

The Administrative Coordinator supports daily operations by managing timekeeping processes, handling front office responsibilities, and assisting with project documentation. This role ensures accurate time balancing, professional front desk support, and efficient coordination of administrative functions across departments.

Key Responsibilities

Timekeeping & Payroll Support

• Review, balance, and audit employee timecards for accuracy and completeness
• Ensure proper labor allocation to jobs, cost codes, and departments
• Identify and resolve discrepancies in time reporting
• Coordinate with supervisors and management for approvals and corrections
• Support payroll processing deadlines and compliance requirements

Reception & Front Office Duties

• Answer and route incoming phone calls in a professional and timely manner
• Greet and assist visitors, vendors, and customers
• Maintain a clean, organized, and professional front office environment
• Manage incoming/outgoing mail, deliveries, and general office communication
• Provide general administrative support to office and shop personnel

Project & Administrative Support

• Create and maintain project setup forms and job documentation
• Assist with tracking project labor hours and reporting
• Maintain organized records of job files, work orders, and supporting documents
• Provide administrative support to operations, shop, and field teams

General Administrative Duties

• Enter and manage data in internal systems
• Communicate effectively with multiple departments across locations
• Assist with reporting, audits, and compliance documentation
• Support continuous improvement of administrative processes

Qualifications

• High school diploma or equivalent required;
• 2+ years of administrative or receptionist experience, preferably in an industrial or manufacturing environment
• Strong experience with timecard management, payroll support, or labor tracking
• Excellent customer service and communication skills
• Proficient in Microsoft Excel (data entry, basic formulas, reporting)
• Familiarity with ERP systems or timekeeping software
• High attention to detail and strong organizational skills
• Ability to manage multiple priorities in a fast-paced environment

Preferred Experience

• Experience supporting operations in rotating equipment, manufacturing, or field services
• Understanding of job costing, labor distribution, or project-based work environments

What We Offer

• Competitive pay and benefits package
• Climate-controlled work environment (location dependent)
• PPE and safety-first culture
• Opportunities for growth and development
• Team-oriented, family-like culture

Additional Requirements

• Must be able to meet deadlines in a time-sensitive environment
• Flexibility to work overtime as needed to support payroll cycles

Equal Opportunity Statement

Conhagen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.