Administrative Coordinator – Environmental Operations

Location: Subaru of Indiana Automotive (SIA) – Lafayette, IN
Position Type: Evaluation-to-Hire
Work Environment: Manufacturing / Industrial Facility

Pay Rate: $19/hr. 

Schedule: Monday-Friday 8am-5pm

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support an onsite environmental and recycling program within a large manufacturing facility. This position provides administrative and operational support to the Program Manager and site leadership and plays an important role in keeping daily operations, reporting, documentation, and material shipments organized and on schedule.

The ideal candidate is comfortable working with data and spreadsheets, communicating with vendors and transportation providers, managing multiple priorities, and working in a fast-paced industrial environment. Strong Excel skills, attention to detail, and follow-through are essential for success in this position.

Primary Responsibilities

Administrative & Operational Support

• Provide daily administrative support to the Program Manager and onsite leadership team.
• Maintain and update operational spreadsheets, tracking documents, databases, and reporting templates.
• Compile data and prepare daily, weekly, and monthly reports as assigned.
• Prepare month-end client reports using recorded material counts, weights, shipment information, and other operational data.
• Organize, scan, maintain, and electronically file tracking paperwork and other program documentation.
• Maintain employee rosters, attendance calendars, files, and other administrative records.
• Answer incoming office calls and route questions or requests to the appropriate site personnel.
• Assist with presentations, reports, correspondence, and other documents as requested.
• Maintain and update Standard Operating Procedures (SOPs), forms, and administrative processes.
• Track office supply inventory and coordinate ordering as needed.

Logistics & Vendor Coordination

• Communicate with vendors, recyclers, transportation providers, and other business partners regarding scheduled services and material movement.
• Coordinate pickups of recycled commodities and other materials from the facility.
• Assist with coordinating outbound shipments, including export materials.
• Maintain accurate shipment, weight, count, and tracking documentation.
• Follow up with transportation providers and vendors to help ensure scheduled pickups and services are completed.
• Communicate scheduling changes, delays, documentation needs, or other issues to appropriate site leadership.

Program & Team Support

• Assist with the orientation and onboarding of new associates.
• Support employee training activities and maintain related documentation as assigned.
• Assist with maintaining site communication and information boards.
• Help coordinate meetings, including scheduling, preparing materials, and documenting information when needed.
• Maintain professional and positive working relationships with client representatives, employees, vendors, and transportation providers.
• Respond to questions and concerns professionally and escalate issues to leadership when appropriate.
• Assist with special projects and other administrative or operational duties assigned by the Program Manager or Operations Manager.

Qualifications

• Previous administrative, office support, operations support, logistics, or related experience preferred.
• Strong computer skills, including Microsoft Excel, Outlook, and Word.
• Comfortable entering, organizing, reviewing, and reporting numerical data.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Ability to communicate professionally with employees, client representatives, vendors, and transportation providers.
• Ability to work independently while also supporting a team.
• Willingness and ability to learn applicable environmental, safety, and site-specific procedures and requirements.
• Bilingual English/Spanish skills are a plus but are not required.
• Flexibility to adjust to changing operational priorities as needed.

Ideal Candidate

The ideal candidate is dependable, proactive, and highly organized. They enjoy working with spreadsheets and data but are equally comfortable communicating with people throughout the day. They can shift between administrative responsibilities, reporting, logistics coordination, and employee support without losing attention to detail.

This position is a strong fit for someone with administrative experience who enjoys being closely connected to day-to-day operations rather than working in a traditional corporate office environment.

Work Environment

This position supports an environmental and recycling operation located onsite within a manufacturing facility. While much of the work is administrative and office-based, the employee will interact regularly with onsite operations and may need to enter designated production or operational areas. Employees are expected to follow all client, environmental, and safety requirements while onsite.