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.