Administrative Coordinator - Tours and Records
X-Bow Launch Systems
Job Title: Administrative Coordinator - Tours and Records
Location: Luling, TX (on-site)
Job Summary:
We are seeking an organized and personable Administrative Coordinator to manage our facility tours, site visits, assist with records management, and provide general administrative support. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to multitask efficiently. This role is crucial in maintaining a positive public image of our facility, ensuring proper record-keeping, and supporting smooth office operations.
Key Responsibilities:
- Tour Coordination (40%):
- Schedule and coordinate facility tours for visitors, including clients, investors, executives, government officials, and educational groups
- Develop and maintain tour scripts and materials
- Conduct tours as needed, providing informative and engaging presentations about our facility and operations
- Ensure all safety protocols are followed during tours
- Collect and analyze feedback from tour participants to improve the experience
- Maintain a calendar of tour activities and coordinate with relevant departments
- Ensure tours and site visits are communicated to site authorities in a timely and proficient manner
- Records Management (30%):
- Assist in organizing and maintaining both physical and digital records
- Implement and follow records retention schedules
- Ensure proper filing and retrieval of documents
- Assist with periodic audits of records to ensure completeness and accuracy
- Support the digitization of physical records as needed
- Help maintain confidentiality and security of sensitive information
- Administrative Support (30%):
- Provide general administrative assistance to the office and facilities team
- Answer phone calls and emails, directing inquiries to appropriate personnel
- Assist with scheduling meetings and managing calendars
- Coordinate company visitors with safety, security and training
- Prepare and distribute meeting minutes and other documentation
- Help with basic data entry and report generation
- Manage office supplies and equipment
Qualifications:
- 2+ years of experience in administrative roles, preferably in a facility or office setting
- Excellent verbal and written communication skills
- Strong organizational abilities and attention to detail
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with records management systems a plus
- Ability to work independently and as part of a team
- Customer service-oriented with a professional demeanor
- Flexibility to occasionally work outside of regular business hours for special tours or events
Physical Requirements:
- Ability to stand and walk for extended periods during tours and site visits.
- Capable of lifting up to 20 pounds for handling records and office supplies
Work Environment:
- Primarily office-based with regular movement throughout the facility for tours
- May involve exposure to various areas of the facility, including production or restricted areas (with proper safety equipment)
