Executive Assistant/Office Coordinator

Location: Yorkville, Wisconsin
Company: Poclain Hydraulics

At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer-focused execution to support continued growth across the industry.

We are seeking a highly professional, organized, and proactive Office Coordinator to serve as the front-facing administrative hub of our Yorkville manufacturing facility. This role is ideal for someone who thrives in a fast-paced industrial environment and takes pride in creating a professional and welcoming experience for employees, customers, and visitors alike.

Position Summary

Office Coordinator serves as the professional face of the organization, while maintaining the management and needs of the office. This role manages front office operations, visitor coordination, travel logistics, internal communications, event support, and cross-functional administrative coordination.

Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.

Key Responsibilities

Front Desk & Visitor Experience

Serve as the first point of contact for visitors, customers, vendors, and corporate guests

Manage front reception operations, visitor sign-in procedures, badges, and site access

Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules

Maintain a professional and organized front office environment

Answer and direct incoming calls and inquiries

Support facility security and visitor compliance procedures


Travel & Corporate Coordination

Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries

Support visiting corporate personnel with lodging, schedules, and site logistics

Assist with travel booking systems and administrative processes

Quickly resolve schedule changes and travel-related issues


Events & Employee Engagement

Coordinate employee events, leadership meetings, celebrations, and site functions

Support employee engagement activities and company initiatives

Manage catering, refreshments, and event logistics

Assist with cost-conscious hospitality and event planning


Administrative Operations

Maintain site calendars and internal scheduling systems

Coordinate mail distribution, packages, office supplies, and administrative processes

Support onboarding logistics and documentation coordination

Maintain internal TV communications and visual messaging systems

Assist with special projects and cross-functional administrative support



Qualifications

Required

High school diploma or GED

3+ years of experience in an administrative, office coordinator, or similar role

Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint

Excellent verbal and written communication skills

Strong organizational and multitasking abilities

High level of professionalism and confidentiality

Strong customer service mindset and interpersonal skills


Preferred

Bachelor’s degree in business or related field

Manufacturing or industrial environment experience

Experience coordinating travel and corporate events

Familiarity with ERP systems, travel systems, or administrative platforms



Core Competencies

Professional Communication

Organization & Prioritization

Initiative & Ownership

Adaptability

Hospitality Mindset

Discretion & Judgment

Cross-Functional Collaboration



Work Environment

This position is fully on-site within a manufacturing facility environment. The role regularly interacts with office personnel, operational leaders, production employees, customers, vendors, and international visitors. Occasional exposure to production and warehouse environments may occur, including noise, moving equipment, varying temperatures, and industrial conditions. Required PPE will be provided when entering designated manufacturing areas.

Occasional schedule flexibility may be required to support early morning meetings, visitors, or company events.


Physical Requirements

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the role.

Prolonged periods of sitting and computer work

Frequent standing and walking throughout office and plant areas

Frequent verbal communication in person and by phone

Occasional bending, reaching, kneeling, or crouching

Ability to occasionally lift or move items up to 20 pounds

Ability to move between departments and meeting areas throughout the day


Compensation

$45,000-$55,000

Health and Dental

401K


Why Join Poclain?

Stable global organization with strong North American growth

Collaborative and team-oriented culture

Opportunity to work directly with executive leadership

Dynamic manufacturing environment with broad business exposure

Competitive compensation and benefits package

If you are highly organized, professional, adaptable, and enjoy supporting leaders in a fast-paced environment, we encourage you to apply.