Administrative Coordinator

Accelleron is accelerating sustainability in the marine and energy industries as a global technology leader in turbocharging, fuel injection, and digital solutions for heavy-duty applications. Building on a heritage of over 100 years as a trusted industry partner, the company serves customers in more than 100 locations in over 50 countries. Accelleron’s 3,000 employees are continuously innovating to deliver best-in-class products, services, and solutions that are mission-critical for the energy transition. You will join a team of experts in an exciting international environment, committed to excellence and innovation. Together, we support our customers in driving the transition toward sustainable industries with cutting-edge technology, deep expertise, and smart solutions. At Accelleron, we foster diversity and inclusion, welcoming and celebrating individual differences as a source of strength.

Your responsibilities:

• Facility Management: Oversee the daily operations and maintenance of the facility to ensure safety, functionality, and compliance with regulatory standards. Manage building systems, including HVAC, electrical, plumbing, and security, ensuring all are operating efficiently.
• Welcome & Direct Visitors: Greet all guests with a warm, professional demeanor; verify appointments and guide visitors to the appropriate department or meeting room.
• Office Operations: Oversee day‑to‑day administrative functions of the main office, including expense reporting, office supplies, and vendor coordination.
• Telephone & Email Management: Answer, screen, and route incoming calls and digital inquiries promptly; take accurate messages and follow up as needed.
• Mail & Courier Coordination: Receive, sort, and distribute incoming mail and deliveries; prepare outgoing packages and maintain shipment logs.
• Reception Area Maintenance: Keep the front lobby and conference rooms tidy, well‑stocked (sign‑in sheets, name badges, refreshments), and welcoming at all times.
• Administrative Support: Assist with clerical tasks, including, but not limited to data entry, photocopying, filing, shipping & receiving, scanning documents and outside office needed e.g. post office runs etc.
• Calendar & Travel Management: Coordinate complex domestic and international travel itineraries, manage executive calendars, schedule meetings across multiple time zones, and proactively resolve conflicts.
• Security & Access Control: Monitor visitor log; ensure compliance with facility access procedures and assist with issuing temporary badges.
• Communications & Correspondence: Draft, proofread, and prioritize internal and external communications (e‑mails, presentations, reports); respond on behalf of the executive when appropriate.
• Meeting Support: Prepare agendas, materials and briefing documents; record action‑oriented minutes; track follow‑up items to completion.
• Project Coordination: Assist in planning and execution of strategic projects and events such as lunch, dinner, activities planning etc.
• Confidentiality & Compliance: Handle sensitive information with utmost discretion; ensure compliance with corporate policies and data‑protection standards.
• Shipping & Receiving: Manage outgoing and incoming office/marketing shipments: prepare shipments, coordinate shipments with team, track and communicate
• Customer trainings: prepare gifts, print training manuals per request of training lead
• Vendor & Contractor Management: Coordinate with vendors, service providers, and contractors to manage repairs, renovations, and routine maintenance in close collaboration with Landlord.
• Budget & Cost Control: Develop and manage facilities budgets, monitor expenses, and implement cost-effective solutions without compromising quality or safety.

Your background:

• Bachelor’s degree in any field OR a minimum of 5 years of experience in administrative, office coordination, or executive support roles.
• Highly organized with excellent attention to detail and the ability to manage multiple priorities in a dynamic environment.
• Strong interpersonal and communication skills, with the ability to collaborate across departments and adapt to changing needs.
• Demonstrated experience in calendar management, travel coordination, and expense reporting.
• Positive, professional attitude and behavior, with a commitment to confidentiality and high-quality service.
• (Nice to have) Previous experience in similar industries (e.g., marine, industrial services) and Spanish language proficiency.

Your benefits:
 

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