Office Coordinator

Barnes Aerospace is seeking an organized and detail-oriented Office Coordinator to support our team. This position is responsible for providing administrative assistance to Executive Office Manager in support of various departments within headquarters to help ensure smooth day-to-day office operations. The ideal candidate is proactive, dependable, and comfortable supporting multiple priorities in a fast-paced environment.

This position is a hybrid role requiring 3 days per week (minimum) onsite in Glastonbury, CT.

Key Responsibilities

• Travel coordination for staff using Concur booking tool, including air, hotel, and ground transportation ensuring compliance with corporate policies.
• Schedule meetings via outlook to include reserving meeting rooms at multiple sites.
• Support on-site meetings in Glastonbury Headquarters Office to include room set up, and catering orders.
• Prepare, reconcile, and submit accurate employee expense reports using SAP Concur Expense while maintaining compliance with company policies.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needs; placing and expediting orders; and verifying receipt of supplies.
• Monitor office equipment (copiers, printers, scanners, coffee machines, etc.) and arrange for service when necessary.
• Perform record keeping as required, ensuring accurate data entry and digital filing systems.
• Sorting and distributing incoming mail, email and packages, including coordinating daily shipments and package handling through UPS and FedEx. Compose and type routine correspondence as required.
• Assisting with basic bookkeeping, including handling and processing expense reports and/or invoicing through the company’s expense reporting system.
• Make copies of correspondence or other printed matter. Prepare outgoing mail.
• Assists with the planning, coordination, and execution of company events, employee activities, and holiday programs and decorating.
• Serve as the main point of contact for external vendors, service providers, and building management.
• As required, provide back-up support to the CEO and COO in absence of the Executive Office Manager.

Qualifications

• 3+ years of administrative support background working in a manufacturing environment.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook, with the ability to create reports, presentations, and business correspondence.
• Working knowledge of SAP Concur
• Ability to schedule Meetings using Microsoft Outlook
• Exceptional multitasking and time-management abilities in a fast-paced environment and maintain confidentiality and be customer service oriented.
• Strong attention to detail, and self-motivated.
• Demonstrated ability to work independently and exercise sound judgment.
• Adaptable with ability to proactively troubleshoot office-related issues

This job position may include access to controlled information or technology subject to U.S. export control laws. If an applicant does not meet the definition of a “U.S. Person” (which includes U.S. citizens, U.S. lawful permanent residents, and those granted U.S. asylum or refugee status), the Company may be required to obtain an export control license. If the position for which you applied involves access to controlled information or technology subject to U.S. export control laws, then any offer is also contingent on verification of appropriate documentation for the Company to assess whether an export license will be required to employ you in that role, and if it is determined that an export license is required, the offer is also contingent on the Company’s determination, in its sole discretion, whether a license application and ongoing administration is prudent under the project’s contract parameters and whether an export license can be successfully obtained before you can start in that role. Export license applications may take several weeks to be processed.