Administrative Coordinator

Main Functions

Main functions: 

Key responsibilities of the successful candidate include but may not be limited to customer service support, scheduling, planning logistics and supporting meetings and events and office administrative duties. This role will be based within the Milwaukee office and will report to the Commercial Operations Manager. The Administrative Coordinator will maintain regular communication with the Commercial Director, Leadership and Manager teams to help manage overall all business meeting calendars and planning, facilitate internal communications and meetings.

Tasks associated with this position also include to:

• Seasonal Customer Service responsibilities and duties, including order processing and invoicing, customer communication and phoneline coverage
• Coordinate Leadership team meeting scheduling, agenda, spreadsheets, presentations preparation, facilitate meeting notes and follow-up items with personnel
• Help and liaise with Manager team to organize the onboarding and training process for new employees and continuity between hiring managers and departments (manage joint trainings from various departments in Milwaukee or other locations)
• Help managers keep a consistent offboarding process and equipment return, replacement and disbursement to team (Explorer and/or other standard equipment)
• Help Commercial Director manage contracts – filing, upload and flagging for renewal discussions
• Plan logistics for 10-15 internal and 3-5 customer meetings per year, with occasional travel to provide onsite support
• Coordinate travel, logistics and onsite needs for meetings in Milwaukee office and customer visits to office
• Maintain relationships and negotiate rates with local hotels
• Support team with basic IT needs by liaising with internal IT team and support systems
• Support operations team in coordinating shipment of product sample requests
• Support marketing team in management of premium item inventory and corporate store
• Other duties as assigned

 

Technical skills

Required

• Four-year degree required
• Proven work experience as an Personal or Executive Assistant, Office Coordinator, Event Planning Coordinator or Customer Service role
• Proficiency with Microsoft Office Suite, experience with SharePoint, Teams, Word, Excel and PowerPoint preferred
• Experience using office equipment, including printers, fax and postage machines

Personal abilities

Required

• Collaboration
• Active listening
• Clear and confident communicator
• Professionalism
• Teamwork
• Attention to detail
• Organizational skills

General criteria

Required

• Excellent organizational skills with an ability to think proactively and prioritize work
• Experience planning meetings and events
• Strong communication skills, written and verbal
• Experience exercising discretion and confidentiality with sensitive company information
• Willingness to learn and perform various duties depending on the company's needs

An asset

• Familiarity with online calendars

Organization

Lallemand is a privately held Canadian company founded in the late 19th century, which develops, produces, and markets microorganisms for various markets. The administrative offices of the parent company are in Montreal, Canada. Today, Lallemand employs more than 5,000 people working in more than 45 countries on 5 continents.

Lallemand Animal Nutrition is committed to optimizing animal performance and wellbeing with specific microbial product and service solutions. We develop, produce and market silage additives, probiotics, antioxidants and yeast derivatives for animal nutrition, as well as microbial solutions for animal environment. We serve all livestock markets: ruminant, swine, poultry, aquaculture as well as equine and companion animals. We like to define ourselves as a “field-led science supported” company. As such, our solutions are supported by a strong commitment to R&D and technical support with a team of experts in the field. Our solutions are marketed in over 80 countries around the world, through our own sales teams or local distributors.

Please take note that accommodations will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.