{"id":3602065,"url":"https://alion.io/job/hertzflavors-administrative-operations-coordinator","title":"Administrative & Operations Coordinator","company":{"id":3894457,"name":"Hertzflavors","domain":"hertzflavors.de","url":"https://alion.io/company/hertzflavors","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Personio","truth_index":{"grade":"A","score":92,"open_postings":18,"ghost_share":0.056,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":126,"computed_at":"2026-11-03T05:54:40Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-11-02T09:44:34Z","employer_posted_date":"2026-11-02","last_verified_at":"2026-11-03T12:56:17Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":0,"flags":["company_stale"],"days_open":1},"description":"Role description\nAs we establish our brand-new, state-of-the-art production facility in the United States, you will be a versatile and detail-oriented Administrative & Operations Coordinator, supporting the Head of Operations as one of the first foundational team members on the ground. In this cross-functional role, you will bridge Finance, People & Culture, and Office Operations by coordinating local administrative workflows, vendor invoicing, basic bookkeeping support, and recruitment administration. As the plant is built out and operations scale, you will help create the administrative backbone for the site and have the opportunity to grow towards a broader Office & Site Operations role.Your Mission\nInvoice & Expense Management - Receive, review, and route local vendor and contractor invoices for approval.\n\nBookkeeping & Bill Pay - Support local bill payment processing, purchase order tracking, and credit card reconciliation in coordination with the central finance team.\n\nVendor & Supplier Coordination - Serve as the primary administrative contact for local suppliers, contractors, utility providers, and equipment vendors during the site build-out.\n\nRecruitment Coordination - Support People & Culture with local hiring efforts, including posting job descriptions, scheduling interviews, and conducting initial phone screens for hourly or site-level roles.\n\nOnboarding & PEO Administration - Coordinate new hire onboarding, gather documentation, and act as the local contact for our Professional Employer Organization HR and benefits administration.\n\nEmployee Records - Maintain organized digital personnel files and support local compliance with workplace policies and record-keeping requirements.\n\nSite Operations Setup - Assist the Head of Production with site permits, office supply procurement, utility setup, facility logistics, mail and deliveries, meeting coordination, and internal communications.\n\nMinimum Qualifications\n2-4+ years of hands-on experience in administrative support, office coordination, bookkeeping, HR operations, or a comparable operational role.\n\nDetail-orientated and independent.\n\nStrong organizational skills, high discretion with sensitive financial and HR data, and a hands-on approach to solving problems.\n\nAbility to manage changing priorities while building structure in a new site environment.\n\nBusiness-level communication skills in English.\n\nPreferred Qualifications\nExperience with accounts payable, invoice processing, purchase order tracking, or basic accounting principles.\n\nBasic understanding of HR processes, recruitment administration, onboarding, or candidate coordination.\n\nExperience in manufacturing, operations, industrial, or fast-growing corporate environments.\n\nExperience with accounting or ERP tools such as Microsoft Dynamics 365, Business Central.\n\nPrior experience working with a Professional Employer Organization (e.g. ADP) and HRIS tools\n\nWhy you'll love working here\nGrowth Opportunity - The opportunity to help build a major US facility from the ground up, with a direct pathway into a broader Office / Operations Manager role as the team grows.\n\nComprehensive Benefits - Health, dental, vision, and retirement options provided through our PEO partnership.\n\nDynamic Environment - A highly collaborative role bridging site leadership with global Finance and People & Culture teams.\n\nOur Process\nInterview with the Global Director of People & Culture\nInterview with either the Global Finance Director or Global Director of Transformation Strategy","description_format":"text","description_chars":3530,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Manufacturing","Tobacco, Vapes & Smoking Accessories","Security Compliance"],"lifecycle":[{"event":"open","at":"2026-11-02T09:44:34Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":0,"expected_fill_days":126,"reasons":["conf:2","win:early","comp:junior"],"computed_at":"2026-11-03T05:54:40Z"},"pay":null,"html_url":"https://alion.io/job/hertzflavors-administrative-operations-coordinator","json_url":"https://alion.io/job/hertzflavors-administrative-operations-coordinator.json","meta":{"generated_at":"2026-11-03T15:37:28Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":21718,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-04T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":3894457},"rest":"https://alion.io/mcp/rest/get_company?id=3894457"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fhertzflavors-administrative-operations-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fhertzflavors-administrative-operations-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fhertzflavors-administrative-operations-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/hertzflavors-administrative-operations-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fhertzflavors-administrative-operations-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3602065}},{"tool":"search_jobs","arguments":{"company":"hertzflavors.de","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3602065},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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