Site Operations Coordinator

LotusWorks is an Engineering Services provider specializing in managing Commissioning, Construction Services, Calibration, Operations & Maintenance scopes of work within global manufacturing facilities. LotusWorks operates globally across EMEA and North America partnering with the world's leading manufacturers across the Semiconductor, Pharmaceutical & Biologics, Medical Device and Data Center sectors. Our team of Engineering and Technical professionals is immersed in cutting-edge technologies and innovations. LotusWorks is committed to a diverse and inclusive workplace, integral to our people-first approach. 

In this role, you will provide on-site administrative and operational support to Senior Operations, Site Leadership, Talent Acquisition, Human Resources, EHS, and employees. A primary focus of the position will be coordinating recruiting and staffing activities, employee onboarding and training, and providing day-to-day employee support. You will serve as an important on-site connection between employees, site leadership, and corporate support functions, helping ensure requests, questions, and action items are coordinated and followed through to completion.

Responsibilities:

• Coordinate requests for new positions based on site staffing needs and work with Site Leadership and Talent Acquisition to ensure position requirements and hiring priorities are clearly communicated.
• Communicate with client and on-site stakeholders regarding open positions, staffing requirements, recruiting progress, and outstanding hiring needs.
• Coordinate interview schedules between candidates, Site Leadership, hiring managers, and Talent Acquisition and communicate interview details, next steps, and required information to candidates.
• Follow up with hiring managers and Talent Acquisition regarding candidate feedback, hiring decisions, and outstanding recruiting actions.
• Maintain accurate recruiting, candidate, staffing, and position trackers and provide regular updates to Site Leadership and Senior Operations.
• Coordinate recruiting events, local hiring activities, and other staffing initiatives as needed.
• Coordinate new employee onboarding activities, including day-one communications, orientation, site-specific requirements, badging, access, and required documentation.
• Support LMS training assignments, track required training and certifications, and follow up with employees and managers regarding outstanding requirements.
• Serve as a local resource for new employees during their transition onto the site and help ensure they have the information and resources needed to successfully onboard.
• Serve as the on-site point of contact for general employee HR questions and administrative needs, helping employees identify the appropriate resource for questions, concerns, and requests.
• Coordinate with Human Resources to route employee questions appropriately and support employee communications and HR-related administrative processes.
• Support employee transfers, mobilizations, demobilizations, project changes, and other employee movements in coordination with Operations and Human Resources.
• Maintain confidentiality and professionalism when handling employee information, HR-related matters, and other sensitive information.
• Serve as the on-site point of contact for employee EHS questions and administrative needs and help employees connect with the appropriate EHS resources.
• Support communication of site-specific EHS requirements and assist with tracking required safety training and certifications in coordination with EHS and Operations.
• Escalate employee, HR, EHS, or operational concerns to the appropriate Human Resources, EHS, Site Leadership, or Senior Operations personnel when required.
• Provide day-to-day administrative and operational support to Site Leadership and Senior Operations.
• Maintain Smartsheet, Excel, LMS, and other operational trackers and ensure information remains accurate and current.
• Prepare reports, staffing updates, status reports, and other information required by Site Leadership and Senior Operations.
• Coordinate meetings, site activities, employee communications, and follow-up actions across multiple departments.
• Track outstanding recruiting, onboarding, training, employee, and operational action items and proactively follow up with appropriate stakeholders to drive completion.
• Support special projects and process improvement initiatives led by Senior Operations and help identify gaps or opportunities to improve site administrative and operational processes.
• Any other duties or responsibilities that may be assigned to you in your role.

Skills Required:

• 3+ years of experience in operations coordination, recruiting, Human Resources, construction administration, or a similar support role preferred.
• Highly organized and dependable with strong attention to detail and the ability to consistently follow through on commitments and outstanding actions.
• Proactive approach to work with the ability to identify what needs to be done, take ownership of responsibilities, and drive tasks through completion.
• Ability to manage multiple candidates, interviews, employees, staffing requests, and competing deadlines simultaneously.
• Strong written and verbal communication skills with the ability to communicate professionally and effectively with employees, candidates, managers, clients, and senior leadership.
• Professional and approachable with the ability to serve as a trusted on-site resource for employees while maintaining appropriate confidentiality and discretion.
• Strong coordination skills and the ability to work effectively across Operations, Talent Acquisition, Human Resources, EHS, Site Leadership, and other departments.
• Strong problem-solving and judgment skills, including the ability to resolve routine issues independently and recognize when matters should be escalated to HR, EHS, Site Leadership, or Senior Operations.
• Ability to work independently, take ownership of responsibilities, and remain accountable for follow-up while also working effectively as part of a broader team.
• Proficiency with Microsoft Office, Excel, Teams, and similar business applications; experience with Smartsheet, Learning Management Systems (LMS), ATS, or HR systems preferred.
• Ability to maintain accurate recruiting, employee, training, and operational records while handling sensitive information appropriately.
• Experience working within construction, semiconductor, data center, manufacturing, or another industrial site environment preferred.

Education / Licenses / Certifications:

• Bachelor's degree in Business Administration, Human Resources, or related field preferred.
• Relevant HR, recruiting, operations, or administrative certifications preferred.
• Proof of education, licenses, and certifications will be required where applicable.

Benefits:

• Medical, Dental and Vision Insurance
• Life, Short-Term, Long-Term Disability Insurance
• Training and Education Assistance
• 401k Retirement Plan
• Extra Annual Leave with Years of Service
• Maternity/Paternity Leave
• Recognition Rewards

LotusWorks is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to creating a diverse and inclusive workplace where all employees feel valued, respected, and empowered.