Plant Administrative Coordinator

Join a dynamic, nationally recognized manufacturing organization as a Plant Administrative Coordinator based in Bethlehem, PA. This full-time role is essential to the smooth operation of our multi-site preventive maintenance and facilities programs. As the administrative backbone of our maintenance and plant operations teams, you will coordinate documentation, scheduling, and vendor management across all sites, ensuring our preventive maintenance programs run efficiently and our facilities are consistently supported. This is an excellent opportunity for a highly organized professional who enjoys working cross-functionally, managing multiple priorities, and making a tangible impact on plant operations nationwide.

Responsibilities

• Coordinate preventive maintenance (PM) documentation, scheduling, and follow-up for all plant locations.
• Manage national and local vendor relationships and service coordination, including security, vending, lawn care, snow removal, waste management, HVAC, air compressors, and other building services.
• Oversee uniform inventory and distribution, as well as inter-plant transfers of janitorial supplies.
• Enter and track purchase orders in the ERP system (Microsoft Dynamics AX), maintain accurate records, and train site personnel on PO processes.
• Administer time-clock systems and generate related reports.
• Maintain and update internal communications displays (GPI TV) across sites.
• Track machine run-hours and support PM planning in collaboration with the PM Planner, Plant Managers, and site teams.
• Serve as the administrative liaison to OEM partners (such as Tetra Pak), including claims submission, upgrade requests, specialist scheduling, and calibration coordination.
• Schedule and facilitate weekly meetings, distribute updates and meeting notes, and communicate PM metrics and scheduling changes to stakeholders.
• Ensure accurate documentation and timely communication of tasks and program updates to all relevant personnel.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum of 3 years of administrative, coordination, or operations-support experience, ideally in a manufacturing, industrial, or facilities environment.
• Experience with ERP systems (Microsoft Dynamics AX or D365 preferred) and purchase order processing.
• Proficiency in Microsoft Office, especially Excel.
• Demonstrated ability to manage vendors and coordinate services across multiple locations.
• Exceptional organizational, documentation, and follow-up skills.
• Strong written and verbal communication skills, with the ability to coordinate across diverse teams and stakeholders.
• Preferred: Familiarity with preventive maintenance programs and/or CMMS systems.
• Preferred: Experience supporting maintenance, reliability, or plant operations teams.
• Preferred: Exposure to OEM/equipment-vendor coordination (e.g., Tetra Pak or similar).
• Preferred: Experience in food, beverage, or consumer packaged goods (CPG) manufacturing.