Job Description

POSITION DESCRIPTION

Swagelok Alabama | Central & South Florida | West Tennessee is the local authorized sales and service center for Swagelok Company, one of the most recognized brands in the industrial world. We help fluid move through some of the most critical systems on the planet, backed by 75 years of manufacturing excellence and an unwavering commitment to quality, innovation, and integrity.

The Administrative Services Project Coordinator brings the employee experience to life by managing recruitment, onboarding, internal communications, and key HR and administrative projects. This role supports the full employee lifecycle; from attracting and onboarding new talent to driving engagement, culture, and communication, ensuring every experience reflects our company’s mission, values, and standards of excellence.

As part of a cross-trained Administrative Services team, this role partners closely with the Administrative Services Coordinator to ensure seamless execution of culture and engagement initiatives. The Administrative Services Project Coordinator focuses on planning, communication, and alignment, while the Administrative Services Coordinator focuses on execution, logistics, and delivery, together ensuring the organization’s values are lived consistently across all touchpoints and that financial and administrative operations remain accurate, efficient, and well-coordinated.

COMPETENCIES

• Employee Experience: Creates a positive end-to-end experience throughout the employee lifecycle with a strong customer-service mindset.
• Project Coordination: Manages multiple priorities and initiatives simultaneously with precision and follow-through.
• Communication: Demonstrates exceptional written and verbal communication; effectively engages all levels of the organization.
• Team Collaboration: Builds trusted relationships and contributes to a positive, high-performing environment.
• Innovation & Initiative: Proactively identifies opportunities to enhance processes, engagement, and efficiency.
• Empathy & Judgment: Handles sensitive information with professionalism, discretion, and understanding.
• Results Orientation: Maintains focus on achieving quality outcomes in a timely and organized manner.

KEY RESPONSIBILITIES

Primary: Recruitment, onboarding, internal communication, and employee engagement exe.

Talent Acquisition & Onboarding

• Coordinate the full recruitment process, including posting, screening, scheduling, and candidate communication.
• Maintain candidate pipelines and relationships for future hiring needs.
• Lead onboarding programs (Connect–Convey–Control) and ensure all new hires have a structured and engaging introduction to the organization.
• Partner with managers and ambassadors to deliver meaningful 30-, 60-, and 90-day touchpoints.

Projects & Communications

• Coordinate and track internal projects related to HR, culture, and process improvement.
• Draft and distribute internal communications, newsletters, and event updates.
• Support rollout of new policies, systems, and training programs.
• Maintain organized project documentation and ensure timely execution.

Employee Engagement & Experience

• Partner with the Administrative Services Coordinator to ensure alignment and consistency in engagement programs, recognition, and cultural initiatives.
• Develop and maintain an annual engagement and communication plan that reinforces company values and connects employees to our mission.
• Coordinate employee feedback mechanisms (pulse surveys, stay interviews, focus groups) and share insights with leadership to drive continuous improvement.
• Support leadership communication and storytelling to highlight wins, celebrate success, and reinforce cultural priorities.
• Collaborate on onboarding, retention, and development programs that sustain a positive, high-performance culture.

Secondary Focus: Accounting operations, and office administration (ordering, travel, facilities coordination).

Accounts Payable

• Process corporate and vendor invoices; verify accuracy and ensure timely payments.
• Reconcile vendor statements and resolve discrepancies.
• Prepare and process business license renewals, sales tax filings, and corporate tax payments.
• Maintain accurate charge card reconciliations and vendor records.
• Complete supplier setup forms and questionnaires.
• Support 1099 preparation and tax documentation as needed.

Accounts Receivable

• Generate and distribute customer invoices and credit memos.
• Apply customer payments (Lockbox, ACH, credit card, etc.) and maintain AR records.
• Follow up on overdue accounts, coordinate collections, and resolve discrepancies.
• Support customer credit application reviews, account setup, and documentation requests (W-9, COI, etc.).

Compliance & Reporting

• Ensure adherence to internal controls, accounting policies, and regulatory requirements.
• Maintain organized, accurate financial documentation.
• Assist with audits, reconciliations, and process improvement initiatives.

WORK ENVIRONMENT

• Office Environment
• Ability to lift 10 pounds occasionally
• Regular standing, walking, and sitting
• % Of Time Spent Traveling: <5%

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business, Human Resources, Communications, or related field.
• 2-4 years of experience in HR, recruiting, or employee engagement preferred.
• Proficiency with Microsoft Office Suite and HRIS systems.
• Strong organizational skills with the ability to manage multiple priorities.
• Communication abilities with multiple levels within the organization.
• Knowledge of HR and accounting concepts, employment laws, and compliance best practices.

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