Administrative & Operations Coordinator

Role description

As we establish our brand-new, state-of-the-art production facility in the United States, you will be a versatile and detail-oriented Administrative & Operations Coordinator, supporting the Head of Operations as one of the first foundational team members on the ground. In this cross-functional role, you will bridge Finance, People & Culture, and Office Operations by coordinating local administrative workflows, vendor invoicing, basic bookkeeping support, and recruitment administration. As the plant is built out and operations scale, you will help create the administrative backbone for the site and have the opportunity to grow towards a broader Office & Site Operations role.

Your Mission

• Invoice & Expense Management – Receive, review, and route local vendor and contractor invoices for approval.

• Bookkeeping & Bill Pay – Support local bill payment processing, purchase order tracking, and credit card reconciliation in coordination with the central finance team.

• Vendor & Supplier Coordination – Serve as the primary administrative contact for local suppliers, contractors, utility providers, and equipment vendors during the site build-out.

• Recruitment Coordination – Support People & Culture with local hiring efforts, including posting job descriptions, scheduling interviews, and conducting initial phone screens for hourly or site-level roles.

• Onboarding & PEO Administration – Coordinate new hire onboarding, gather documentation, and act as the local contact for our Professional Employer Organization HR and benefits administration.

• Employee Records – Maintain organized digital personnel files and support local compliance with workplace policies and record-keeping requirements.

• Site Operations Setup – Assist the Head of Production with site permits, office supply procurement, utility setup, facility logistics, mail and deliveries, meeting coordination, and internal communications.

Minimum Qualifications

• 2–4+ years of hands-on experience in administrative support, office coordination, bookkeeping, HR operations, or a comparable operational role.

• Detail-orientated and independent.

• Strong organizational skills, high discretion with sensitive financial and HR data, and a hands-on approach to solving problems.

• Ability to manage changing priorities while building structure in a new site environment.

• Business-level communication skills in English.

Preferred Qualifications

• Experience with accounts payable, invoice processing, purchase order tracking, or basic accounting principles.

• Basic understanding of HR processes, recruitment administration, onboarding, or candidate coordination.

• Experience in manufacturing, operations, industrial, or fast-growing corporate environments.

• Experience with accounting or ERP tools such as Microsoft Dynamics 365, Business Central.

• Prior experience working with a Professional Employer Organization (e.g. ADP) and HRIS tools

Why you'll love working here

• Growth Opportunity – The opportunity to help build a major US facility from the ground up, with a direct pathway into a broader Office / Operations Manager role as the team grows.

• Comprehensive Benefits – Health, dental, vision, and retirement options provided through our PEO partnership.

• Dynamic Environment – A highly collaborative role bridging site leadership with global Finance and People & Culture teams.

Our Process

• Interview with the Global Director of People & Culture
• Interview with either the Global Finance Director or Global Director of Transformation Strategy

Contact

About us

At Arethia, we fuse our long-standing reputation with a continual push for progress. A rapidly expanding player in the flavour industry, Arethia specialises in delivering innovative taste solutions and co-creating products that consumers love. For more than 70 years, Arethia has been known for its close collaboration with customers and the highest quality standards. With over 350 employees spread across Germany, Switzerland, Dubai, and Indonesia, we aim to shape the future of flavours with a culture that values agility, transparency, and talent.