Job Description

The Administrative Coordinator provides part-time administrative, office, facilities, safety, and site support for the Warren, NJ location. This role serves as a key onsite point of contact for employees, visitors, vendors, and service providers, helping ensure the site operates in a safe, organized, professional, and employee-focused manner.

Position Scope

This role supports the day-to-day administration of the Warren site, including office operations, site safety administration, visitor coordination, vendor support, facilities follow-up, meeting and event coordination, supplies, mail, employee support, and general site organization. The position requires strong attention to detail, professionalism, follow-through, confidentiality, and the ability to support multiple site needs in a part-time schedule.

Essential Duties and Responsibilities

• Supports the development, coordination, and ongoing administration of the Warren office safety program, including office safety procedures, visitor safety requirements, emergency information, safety communications, documentation, and related site records.

• Coordinates office safety activities, drills, and training logistics, including fire drills, CPR/first aid training, safety meetings, safety communications, and other office-environment safety training or events as needed.

• Helps ensure office safety equipment, supplies, postings, and related materials are maintained, current, accessible, and aligned with applicable site requirements.

• Provides day-to-day administrative and operational support for the Warren site, serving as a point of contact for employees, visitors, vendors, and service providers.

• Manages general office administration, including office supplies, mail distribution, kitchen and breakroom upkeep, conference room readiness, storage areas, office equipment support, and overall site organization.

• Coordinates facility-related needs, including cleaning services, maintenance requests, heating and cooling issues, furniture setup or repairs, vendor scheduling, service calls, and timely follow-up.

• Supports front desk and visitor administration, including reception coverage, visitor sign-in, badge/access coordination, meeting room preparation, and adherence to site safety and security requirements.

• Coordinates onsite meetings and events, including town halls, leadership meetings, employee lunches, celebrations, team gatherings, and other site activities, ensuring logistics, materials, room setup, catering, and vendor support are effectively managed.

• Provides administrative support to other departments as needed, including assistance with documents, meeting materials, scheduling, reports, presentations, filing, coordination tasks, and other business support activities.

• Supports onboarding and employee experience activities for the Warren site, including workspace preparation, coordination with internal partners, welcome materials, and general administrative support for new employees and visitors.

• Partners with HR, site leadership, safety, facilities, IT, and business teams to support site standards, employee needs, and daily office operations.

• Maintains confidentiality and exercises sound judgment when handling sensitive, proprietary, employee, vendor, and business-related information.

• Performs other administrative and site-support duties as assigned based on business needs.

Education & Experience

Education:

High school diploma or equivalent required. Associate’s degree or additional administrative, office management, business, safety, or facilities-related training preferred.

Experience:

Minimum of 2–4 years of administrative, office support, office coordination, facilities support, receptionist, or related experience required. Experience supporting an office, corporate site, laboratory site, or professional business environment preferred.

Experience coordinating vendors, office services, safety documentation, employee events, visitor processes, and general facilities needs is preferred.

Knowledge, Skills, & Talents

• Strong administrative, organizational, and follow-up skills.

• Ability to support office safety procedures, documentation, training logistics, and site protocols.

• Professional communication skills and strong customer service orientation.

• Ability to manage multiple priorities in a part-time schedule with attention to detail.

• Strong judgment, discretion, and ability to handle confidential information appropriately.

• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Ability to coordinate with employees, visitors, vendors, and internal business partners.

• Dependable onsite presence during required core hours.

• Willingness to support administrative needs across departments as business needs arise.

• Ability to work independently, take initiative, and follow through on site needs.

Working Conditions

This is a part-time, onsite position based in Warren, NJ. The role is expected to work approximately 25–30 hours per week, with required core onsite coverage from 10:00 a.m. to 2:00 p.m., Monday through Friday. Remaining hours may be flexible based on site and business needs.

Work is primarily performed in a professional office environment, with occasional movement throughout the site to coordinate office, meeting, visitor, supply, safety, or facilities-related activities. The role may require occasional lifting or moving of light office supplies, setting up meeting rooms, coordinating deliveries, and interacting with vendors or service providers.

Pay

The estimated base pay range for this position is $19.23/hr – $28.85/hr. Actual pay will be determined based on education, certifications, experience, qualifications, skills and geographic location. This position is eligible to participate in a short-term incentive program.

Benefits

Vantage offers a comprehensive benefits package to eligible employees, including:

• Medical, HSA, dental, vision

• FSA (limited purpose, dependent care, and commuter/parking)

• Life and AD&D insurance

• Accident, hospital indemnity and critical illness insurance

• Short- and long-term disability

• EAP, identity theft protection

• Paid time off, Parental Leave

• 401(k) with company match

Equal Employment Opportunity

Vantage is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other protected category.

About Vantage

Vantage provides natural solutions to our customers’ technical performance and marketing needs through a unique combination of chemistry, application expertise and service. Underpinned by our broad portfolio of formulations, ingredients and actives that are built on a backbone of sustainable oils, fats and their derivatives, Vantage targets selected markets and applications including personal care, food, surface treatment, agriculture, pharma, and consumer and industrial performance. Vantage is headquartered in Deerfield, IL., operates in 11 countries worldwide and employs more than 1,000 talented professionals focused on delivering exceptional customer experiences with every interaction.

We are a dynamic people-centered organization where you’ll be part of a collaborative global team. Embracing our cultural diversity, we learn from each other to constantly improve, adapt and iterate. We value the voices and talents of our colleagues, empowering them to drive their unique ideas to completion. We’re convinced that exceptionally motivated employees produce outstanding results, and we celebrate them by fostering a culture of recognition, development, learning, excellence and shared achievement. Most importantly, we know you’re going to like it here. For more information visit: vantagegrp.com or LinkedIn/vantage.