Swagelok Alabama | Central & South Florida | West Tennessee · 1 week ago
Administrative Services Project Coordinator
Birmingham, AL
Full-time
Onsite
Entry, Mid Level
2+ years expSwagelok Alabama | Central & South Florida | West Tennessee is the local authorized sales and service center for Swagelok Company, one of the most recognized brands in the industrial world. The Administrative Services Project Coordinator manages recruitment, onboarding, internal communications, and key HR and administrative projects, supporting the full employee lifecycle to enhance employee experience.
Mechanical Or Industrial Engineering
Responsibilities
Coordinate the full recruitment process, including posting, screening, scheduling, and candidate communication
Maintain candidate pipelines and relationships for future hiring needs
Lead onboarding programs (Connect–Convey–Control) and ensure all new hires have a structured and engaging introduction to the organization
Partner with managers and ambassadors to deliver meaningful 30-, 60-, and 90-day touchpoints
Coordinate and track internal projects related to HR, culture, and process improvement
Draft and distribute internal communications, newsletters, and event updates
Support rollout of new policies, systems, and training programs
Maintain organized project documentation and ensure timely execution
Partner with the Administrative Services Coordinator to ensure alignment and consistency in engagement programs, recognition, and cultural initiatives
Develop and maintain an annual engagement and communication plan that reinforces company values and connects employees to our mission
Coordinate employee feedback mechanisms (pulse surveys, stay interviews, focus groups) and share insights with leadership to drive continuous improvement
Support leadership communication and storytelling to highlight wins, celebrate success, and reinforce cultural priorities
Collaborate on onboarding, retention, and development programs that sustain a positive, high-performance culture
Process corporate and vendor invoices; verify accuracy and ensure timely payments
Reconcile vendor statements and resolve discrepancies
Prepare and process business license renewals, sales tax filings, and corporate tax payments
Maintain accurate charge card reconciliations and vendor records
Complete supplier setup forms and questionnaires
Support 1099 preparation and tax documentation as needed
Generate and distribute customer invoices and credit memos
Apply customer payments (Lockbox, ACH, credit card, etc.) and maintain AR records
Follow up on overdue accounts, coordinate collections, and resolve discrepancies
Support customer credit application reviews, account setup, and documentation requests (W-9, COI, etc.)
Ensure adherence to internal controls, accounting policies, and regulatory requirements
Maintain organized, accurate financial documentation
Assist with audits, reconciliations, and process improvement initiatives
Qualification
Required
Bachelor's degree in Business, Human Resources, Communications, or related field
2-4 years of experience in HR, recruiting, or employee engagement preferred
Proficiency with Microsoft Office Suite and HRIS systems
Strong organizational skills with the ability to manage multiple priorities
Communication abilities with multiple levels within the organization
Knowledge of HR and accounting concepts, employment laws, and compliance best practices
Company
Swagelok Alabama | Central & South Florida | West Tennessee
As an authorized sales and service center for Swagelok® fluid system solutions, we deliver the highest quality fluid system solutions including fittings, valves, PTFE and PFA hose, regulators, tubing, quick connects, measurement devices, filters, and orbital welding.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase