Office Coordinator

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

The Office Coordinator serves as the first point of contact for the facility while providing critical administrative and operational support across the site. This role ensures smooth front office operations, supports shipping and documentation processes, coordinates visitor logistics, assists with site events and communications, and maintains key administrative systems including purchase orders.

This position plays a key role in supporting daily plant operations and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Key Responsibilities:

Front Desk & Guest Experience

• Greet and assist visitors, vendors, and employees in a professional and welcoming manner

• Manage incoming calls, screen and route inquiries, and maintain site directories

• Oversee visitor registration processes (e.g., lobby systems) and notify internal hosts upon arrival

• Coordinate visitor logistics including scheduling, meals, and meeting arrangements

• Ensure visitors comply with site safety requirements, including proper PPE (e.g., safety glasses, high-visibility vests, steel-toe footwear as required)

Administrative & Office Operations

• Provide general administrative support to site leadership and cross-functional teams

• Manage office supply ordering (e.g., Amazon/Ariba) and maintain inventory of common-use items

• Support mail handling, including sorting, processing, and logging checks and sensitive documents in accordance with company procedures

• Maintain organized filing systems (physical and digital), including records such as packing slips and documentation

• Coordinate conference room scheduling and meeting setup (including catering and room readiness)

• Assist with expense report preparation and administrative system support (e.g., Concur delegation)

Shipping & Documentation Support

• Assist the shipping team with preparation, organization, and filing of shipment documentation

• Manage packing slips and related records (sorting, scanning, filing, and retention practices)

• Create, review, and distribute shipping paperwork (e.g., bills of lading and supporting documents)

• Partner with operations and shipping teams to support accurate and timely outbound shipments

Purchase Order & Systems Support

• Create and maintain purchase order frameworks and requisitions within company systems

• Ensure accuracy and compliance with internal financial and procurement processes

• Support ongoing tracking and coordination with finance and operations teams

Event, Communication & Engagement Support

• Assist with planning and execution of employee engagement events (e.g., luncheons, blood drives, fundraisers)

• Partner with site committees to coordinate logistics, communications, and materials

• Create and distribute site communications (email, posters, monitors, communication boards)

• Coordinate food orders and ensure dietary restrictions are captured and accommodated

• Maintain employee recognition communications (e.g., birthdays, anniversaries)

Facilities & Site Coordination

• Submit and track maintenance requests through internal systems

• Support upkeep of shared spaces such as front office and lunchrooms (e.g., supplies, coffee service, cleanliness awareness)

• Coordinate vendor visits and ensure proper access and approvals (e.g., IT/server room, maintenance vendors)

• Maintain safety and organizational standards in common areas

• Lead lost and found tracking and general site support needs

Specialized Administrative Support

• Assist with gauge calibration coordination and vendor interactions

• Support occasional notary services (or obtain certification if required)

• Manage creation of site materials such as labels, decals, or signage as needed

• Support intern