Administrative Services - Projects & Experience Coordinator (Birmingham)

POSITION DESCRIPTION:

Swagelok 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. We help fluid move through some of the most critical systems on the planet, backed by 75 years of manufacturing excellence and an unwavering commitment to quality, innovation, and integrity.

The Administrative Services – Projects & Experience Coordinator brings the employee experience to life by managing recruitment, onboarding, internal communications, and key administrative projects. This role supports the full employee lifecycle; from attracting and onboarding new talent to driving engagement, culture, and communication, ensuring every experience reflects our company’s mission, values, and standards of excellence.

As part of a cross-trained Administrative Services team, this role partners closely with the Administrative Services - Accounting & Recognition Coordinator to ensure seamless execution of culture and engagement initiatives. The Administrative Services – Projects & Experience Coordinator focuses on planning, communication, and alignment, while the Administrative Services – Accounting & Recognition Coordinator focuses on execution, logistics, and delivery, together ensuring the organization’s values are lived consistently across all touchpoints and that financial and administrative operations remain accurate, efficient, and well-coordinated.

COMPETENCIES:

• Employee Experience: Creates a positive end-to-end experience throughout the employee lifecycle with a strong customer-service mindset.
• Accuracy & Detail Orientation: High attention to detail with consistent follow-through on tasks.
• Project Coordination/Adaptability: Manages multiple priorities and initiatives simultaneously with precision and follow-through.
• Communication: Demonstrates exceptional written and verbal communication; effectively engages all levels of the organization.
• Team Collaboration: Builds trusted relationships and contributes to a positive, high-performing environment.
• Innovation & Initiative: Proactively identifies opportunities to enhance processes, engagement, and efficiency.
• Confidentiality & Integrity: Exercises sound judgment and discretion in handling sensitive information.
• Engagement Mindset: Passion for creating meaningful employee experiences that align with company culture and values.

KEY RESPONSIBILITIES:

Primary focus: Coordinates administrative operations, internal projects, and employee engagement initiatives to ensure consistency, efficiency, and a positive employee experience across the organization.

Talent Acquisition & Onboarding

• Coordinate the full recruitment process, including posting, screening, scheduling, and candidate communication.
• Maintain candidate pipelines and relationships for future hiring needs.
• Support onboarding logistics for new hires
• Partner with managers and ambassadors to deliver meaningful 30-, 60-, and 90-day touchpoints.

Administrative Support

• Process Swagelok invoices and service-related transactions (e.g., Service Commissions).
• Assist with weekly accounts receivable collections follow-up, including outreach and tracking of outstanding items.
• Manage office supply inventory, ordering and restocking.
• Ensure snacks, beverages, and shared spaces are consistently maintained.
• Provide cross-functional support within Administrative Services as needed.

Projects & Programs

• Coordinate and support a variety of internal projects and programs aligned with Administrative Services priorities.
• Assist in the planning and execution of initiatives related to onboarding, training, communication, and team experience.
• Maintain project timelines, documentation, and follow-ups to ensure successful completion.

Communication & Coordination

• Draft and distribute internal communications, newsletters, and event updates.
• Support rollout of new policies, systems, and training programs.
• Follow up to ensure clarity, understanding, and completion where needed.

Employee Engagement & Experience

• 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.

• Compliance & Reporting
• Ensure adherence to internal controls, accounting policies, and regulatory requirements.
• Maintain organized, accurate financial documentation.
• Assist with audits, reconciliations, and process improvement initiatives.

TEAM EXPECTATIONS:

• Demonstrate strong attention to detail and follow through
• Maintain confidentiality in all business and employee related matters
• Collaborate effectively across departments
• Support a positive, team-oriented culture
• Adapt to evolving priorities and organizational needs

WORK ENVIRONMENT:

• Office Environment
• Ability to lift 10 pounds occasionally
• Regular standing, walking, and sitting
• % Of Time Spent Traveling: <0%

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business, Accounting, Project Management, Communications, or related field or 2-4 years of experience in project management, recruiting, or employee engagement preferred.
• Proficiency with Microsoft Office Suite, experience with SAP B1 and Zendesk a plus.
• Strong organizational skills with the ability to manage multiple priorities.
• Communication abilities with multiple levels within the organization.