Administrative Coordinator

Everson Spice Company, Signal Hill, CA

Full-time / On-site position

Everson Spice Company, a manufacturing company, is seeking an organized, proactive, and service-oriented Administrative Coordinator to provide high-level administrative support to C-suite executives, who are rarely in the office, and to support day-to-day plant and office operations. This role independently manages executive schedules, communications, records, virtual meetings, travel, and cross-functional administrative processes while serving as a professional on-site point of contact for employees, customers, vendors, and visitors. The Administrative Coordinator also supports basic accounting, Human Resources, and production-related administrative needs. The ideal candidate is bilingual in English and Spanish, detail-oriented, dependable, comfortable managing competing priorities in a fast-paced manufacturing environment, and committed to delivering discreet, high-quality support with limited in-person executive supervision.

Key Responsibilities

• Proactively manage complex calendars, appointments, virtual meetings, and priorities for C-suite executives who work primarily outside the office.
• Prepare executive agendas, meeting materials, briefing documents, notes, correspondence, reports, and presentations.
• Serve as the executives’ on-site liaison, using sound judgment to coordinate requests, communicate updates, and keep office priorities moving in their absence.
• Monitor shared inboxes and follow up on requests in a timely manner.
• Maintain accurate electronic and paper records, databases, contact lists, and filing systems.
• Support invoices, expense reports, supply orders, and vendor coordination.
• Assist with basic accounting tasks, including invoice processing, expense tracking, purchase documentation, payment follow-up, and receipt tracking and reconciliation.
• Support the Human Resources department with interview scheduling, onboarding paperwork, employee records, training coordination, benefits communications, and other administrative activities.
• Provide administrative support to production, operations, quality, and maintenance teams by coordinating documents, schedules, work orders, reports, and cross-department follow-up.
• Maintain safety, training, compliance, and operational records in accordance with company procedures and applicable requirements.
• Coordinate executive travel, itineraries, events, onboarding activities, and other team logistics.
• Receive visitors and provide courteous support to internal and external stakeholders.
• Track deadlines, action items, and recurring administrative processes.
• Identify opportunities to improve workflows, documentation, and office procedures.
• Handle sensitive information with discretion and maintain appropriate confidentiality.
• Provide backup administrative coverage for the front desk reception and support special projects as assigned.

Required Qualifications

• High school diploma or equivalent.
• Two or more years of administrative, office coordination, or related experience.
• Strong organizational, time-management, and follow-through skills.
• Clear and professional written and verbal communication.
• Professional proficiency in spoken and written Spanish, with the ability to communicate effectively with Spanish-speaking employees, clients, and community members.
• Proficiency with Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• Working knowledge of basic accounting practices and proficiency with spreadsheets, invoices, expense reports, and financial recordkeeping.
• Ability to prioritize multiple assignments and adapt to changing needs.
• Accuracy, sound judgment, and consistent attention to detail.
• Ability to work both independently and collaboratively.

Preferred Qualifications

• Associate degree in business administration or a related field.
• Experience providing administrative support to C-suite executives or senior leadership in a fast-paced environment.
• Administrative experience in manufacturing, production, warehouse, distribution, or industrial environments.
• Experience supporting Human Resources administration, including onboarding, confidential employee records, interview coordination, or benefits documentation.
• Experience with document management, purchasing, scheduling, or customer relationship systems.
• Experience improving administrative processes or developing standard operating procedures.