Job Details

Administrative Coordinator

Job Description

Position Summary

The Administrative Coordinator role is responsible for the daily functionality, organization, and professionalism of the office. This position serves as the first point of contact for visitors, customers, and employees, and plays a critical role in shaping the experience people have when interacting with Duperon.
As the first impression of the company, this role must consistently represent Duperon’s philosophy that “You’ll like working with us.” This is demonstrated through professionalism, responsiveness, attention to detail, and a genuine commitment to serving others.
At Duperon, we operate within a “you and me” mindset, where individual accountability and teamwork drive results. This role supports that culture by helping create an environment where employees, customers, and partners feel welcomed, supported, and set up for success.
This position requires strong organization, adaptability, and the ability to manage multiple priorities in a fast-paced environment while maintaining a high level of service and professionalism.

Key Responsibilities

Front Desk and Office Management

• Answer and direct incoming phone calls with a professional and positive presence
• Greet and assist visitors, customers, and vendors in a welcoming and professional manner
• Manage visitor access, including coordinating gate entry for deliveries
• Maintain and update the company phone list
• Sort, distribute, and manage incoming and outgoing mail
• Operate and maintain the postage machine
• Maintain reception, conference rooms, and common areas to ensure a clean and professional appearance
• Order and manage office supplies within budget

Office, Kitchen, and Facility Support

• Stock and maintain coffee, water, and guest supplies
• Manage pantry inventory and prepare for meetings and events
• Maintain restroom supplies including paper products and soap
• Perform light kitchen upkeep, including running the dishwasher and maintaining shared spaces
• Make ice and maintain freezer readiness for use
• Decorate the office for holidays and seasonal events
• Coordinate flowers and maintain indoor and outdoor plants
• Contact and coordinate with maintenance vendors as needed
• Handle general shopping and errands to support office and event needs

Administrative and Department Support

• Provide administrative support across all departments including sales, engineering, service, project management, purchasing, and accounting
• Assist with preparation and organization of documentation including operations manuals, submittals, and build books
• Maintain file systems, shared folders, and general administrative records
• Support internal communication tools and company resources
• Assist with data entry, document formatting, and general administrative tasks

Travel and Logistics Coordination

• Coordinate and book employee travel including flights, hotels, rental cars, and itineraries
• Ensure travel arrangements align with schedules, budgets, and company expectations
• Provide support for travel changes, issues, or last-minute adjustments
• Manage prepaid toll accounts and company vehicle related administrative items

Event and Culture Support

• Support planning and execution of company events in coordination with leadership
• Assist with logistics for internal meetings, customer visits, and trade shows
• Manage employee engagement activities such as birthday recognition, holiday events, and company gifts
• Prepare workspaces and materials for events and special activities
• Support a positive, engaging, and team-oriented workplace culture

Operational and Office Coordination

• Order and manage company clothing and branded materials
• Coordinate with vendors and service providers
• Manage shredding services and document disposal
• Maintain organization and readiness across office systems and processes
• Provide backup support and assist wherever needed to ensure office workability

Accounting and Business Support (as assigned)

• Assist with filing, organizing, and maintaining financial documentation
• Support deposit preparation and coordination
• Assist with invoice filing and reconciliation tasks
• Support collections follow-up and customer communication as needed
• Provide additional support as business needs evolve

Qualifications

Qualifications

• High school diploma required
• Additional education in business or administration preferred
• One to three years of administrative, receptionist, or office support experience
• Proficiency in Microsoft Outlook, Word, and Excel required

Skills and Competencies

• Strong communication and interpersonal skills with a professional presence
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Self-motivated with strong problem-solving ability
• Service oriented mindset with a commitment to supporting others
• Ability to work independently and collaboratively

Working Environment

• Office and manufacturing environment located in Saginaw, Michigan
• Requires sitting and standing for extended periods and movement throughout the facility

Culture and Expectations

The Duperon Team is built on shared values, accountability, and a commitment to doing meaningful work together. Employees are expected to contribute to a positive, professional, and respectful environment while supporting the success of the team and the company.

We are a team that values integrity, service, and continuous improvement. We believe that what makes us successful is our people and the way we work together to make a difference.

We have a lot to accomplish, and we believe in doing it in a way that is both productive and enjoyable.