VIVOS Professional Services, LLC · 5 hours ago
Admin Coordinator – Senior
Madison, WI
Contract
Onsite
Senior Level, Lead/Staff
$35/hr - $41/hr
10+ years expVIVOS Professional Services, LLC is seeking a Senior Administrative Coordinator to provide comprehensive administrative support to the Madison Device Manufacturing Site. This role involves overseeing key administrative processes, supporting Site Leadership, and ensuring smooth day-to-day operations.
Staffing & Recruiting
Hiring Manager
Praduman J.
Responsibilities
Provide high-level administrative support to Site Leadership, including calendar management and travel coordination
Coordinate and facilitate meetings for Site Leadership (e.g., RTB, Global Internal Manufacturing Leadership Meetings) and handle ad hoc requests
Support hiring and onboarding activities, including interview scheduling, IT setup, site orientation, and workspace coordination
Manage and maintain the SharePoint site for Internal Global Manufacturing Madison, along with key communication channels and distribution lists
Perform general office administration duties, including mail handling, couriers, stationery, and vendor coordination
Welcome and assist visitors in a professional and courteous manner
Manage office supplies, inventory, and budget control
Book and organize meeting rooms and arrange catering for on-site meetings
Provide support using the Concur travel and expense platform for Site Leadership
Reconcile monthly P-Card statements
Coordinate, schedule, and track site-wide training initiatives and maintain attendance records
Create and manage surveys using SurveyMonkey or Microsoft Forms
Coordinate furniture and equipment orders via online portals for on-site and remote employees
Partner with Facilities to manage and coordinate site support requests
Provide administrative support to additional Madison-based functions, as needed
Support Site Leadership with planning and execution of site events and activities
Serve as a Coordinating Leader for company initiatives (e.g., CSR, ESG, Social Committee)
Qualification
Required
BS/BA in a relevant field or equivalent business/administrative experience
Minimum of 10 years of experience in a similar administrative role
Demonstrated experience supporting Directors or higher-level leadership
Preferred
Strong administrative and organizational skills with in-depth knowledge of standard office procedures
Proven ability to handle confidential information with discretion and professionalism
Proficiency with IT systems and teleconferencing platforms
Advanced proficiency in Microsoft Office Suite
Working knowledge of SharePoint; Visio experience is a plus
Excellent written and verbal English communication skills
Strong interpersonal and relationship-building abilities
Proactive, resourceful, and solution-oriented mindset
Ability to prioritize and manage multiple tasks independently while meeting deadlines
Flexible, dependable work ethic with a commitment to excellence
Professional, positive, energetic, and approachable demeanor
Experience in pharmaceutical, medical device, or related regulated industries is preferred
Company
VIVOS Professional Services, LLC
VIVOS Professional Services (a Kellton Company) is a premier professional workforce solutions firm.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase