Business Office Coordinator

What's the role?

The Business Office Coordinator at Hilti North American Headquarters plays a vital role in ensuring the smooth and efficient operation of the business. This role is the first point of contact for visitors and team members, greeting them with a friendly smile and providing them with the information and assistance they need. Other duties include handling the mail, package deliveries, coordination of meetings and meeting room setup. The Business Service Coordinator will help with the administrative functions of the business, such as booking travel arrangements, processing expenses, managing calendars, and onboarding new hires.

Who is Hilti?

Hilti is where innovation is improving productivity, safety and sustainability in the global construction industry, and beyond. Where strong customer relationships are creating solutions that build a better future. Where there is pride and a sense of belonging across our 120 locations, carrying right into our lives and homes. Where people are exploring possibilities, leveraging their potential, owning their personal development and growing lasting careers.

What does the role involve?

Reception

• Greet and direct visitors, answer questions, and provide information
• Manage security procedures, such as issuing visitor badges and monitoring cameras
• Maintain the reception area, meeting rooms, and office maps in a tidy and organized manner
• Serve as a notary public

Mailroom Support

• Ensure that the mailroom is organized, clean and secure
• Maintain office supply stock, e.g., envelopes, stamps, labels, packing material and tape
• Check printer stations regularly and restock paper and other items as needed
• Sort and distribute incoming mail to the appropriate departments, staff or mailboxes
• Receive deliveries, notify team members of arrival
• Track and record the delivery and receipt of mail by using mail logs, databases or tracking systems
• Prepare and send outgoing mail, including letters, packages and bulk mailings
• Provide shipping materials and tracking information
• Maintain knowledge of carrier regulations, e.g., FedEx, UPS, Airborne, etc.
• Educate team members about exporting outside the United States and hazardous materials shipping

Meeting Room

• Keep records of room usage and setup requirements, and use this information to improve processes and efficiency
• Coordinate with facilities and IT teams to ensure that rooms are set up according to the requirements and that all necessary equipment is in place and functioning properly
• Make sure the room is reset after the meeting, returned to its original state and ready for the next use
• Communicate with Office Manager to understand their requirements for room setup, including seating arrangements, audiovisual equipment and other special requests

IT Support

• Maintain IT equipment (cables, cords, etc.) for team members' use; coordinate with IT team when there are issues

Administrative Support

• Manage day-to-day calendar(s) of senior management; arrange meetings and secure meeting rooms
• Coordinate travel arrangements, prepare and distribute schedules/agendas for travel
• Act as a support coordinator for administrative functions and a source of information for various departments and keep each unit up to date on the activities of the others
• Assist departments with day-to-day administrative tasks and coordination of events such as senior leadership visits
• Assist with various project management components, as requested
• Perform other duties and functions assigned by the Director/Team

91% of employees believe management would lay people off only as a last resort

What do we offer?

In addition to a competitive base salary and bonus potential, we offer a robust benefits package including a generous paid time off policy that includes vacation, personal days, health & wellness, and 2 days per year to give back in your local community, paid family leave, educational reimbursement and student loan assistance, 401(k) matching, medical/dental/vision coverage, and a variety of other benefits to fit the needs of our employees.

What you need is:

• High School Diploma or equivalent, required
• Two (2) years minimum of corporate experience as a receptionist or administrative assistant, mailroom operations or customer service, required
• Excellent command of the English language and communication skills; bilingual a plus
• Computer literacy and proficiency in MS Office and Adobe Acrobat
• Organized, detail-oriented, positive and friendly attitude
• Ability to comply with office dress code and multitask in a fast-paced environment
• Strong communication, interpersonal and problem-solving skills
• Basic computer and office skills, such as typing, data entry and word processing
• Strong communication and interpersonal skills, as well as the ability to work in a team
• Strong organizational skills and the ability to juggle multiple priorities, required
• Attention to detail and accuracy, as well as the ability to prioritize and multitask
• Physical stamina and strength, as well as the ability to lift and move heavy mail items
• Ability to work independently, required
• Ability to work as part of a team
• Ability to learn quickly

Why should you apply?

Let's face it, we know there are lots of other companies out there. We have an excellent mix of people, which we believe makes for a more vibrant, more innovative, more productive team. We're a big company with a family-owned feel. You will be given the opportunity to make big changes that will ripple throughout the industry while feeling right at home with the Hilti family.

Hilti, Inc is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability.