Coordinator, Office Support

Coordinator, Office Support

The Coordinator, Office Support contributes to the smooth daily operations of Mazda North American Operations (MNAO) by providing support across mail, office, and facility functions, with a primary focus on company vehicle coordination. This role ensures the workplace remains efficient, organized, and service-oriented for employees and visitors. Key responsibilities include receiving, preparing, and maintaining company and courtesy vehicles, managing mailroom activities, and supporting general office and facility needs. The Coordinator assists with process execution, documentation, and vendor coordination to uphold operational standards and timelines. This position works closely with Administrative Services, Facilities, and Fleet Operations to deliver timely, high-quality support that contributes to a safe, professional, and well-maintained work environment.

Major Responsibilities

• (50%) Company Vehicle Support
  • Receive and inspect new vehicles, document damage and report to Vehicle Distribution in Irvine.
  • Prepare vehicles for employee handover or courtesy service (install plates, remove protective materials, floormats, documentation).
  • Maintain courtesy vehicles: fuel, wash, schedule services, logs, issue keys.
  • Prepare vehicles for auction (VIN verification, inspections, removal of documents, staging for pickup).
  • Assist with lease vehicle pick-up/turn-in, mileage/fuel documentation, and condition checks.
  • Notify drivers of toll, parking, or traffic violations as directed.
• (30%) Administrative & Mail Support
  • Retrieve, log, sort, and distribute mail/packages; process outgoing shipments.
  • Stock and maintain office supplies, copy areas, and equipment; place service calls as needed.
  • Support ad-hoc administrative tasks such as filing, deliveries, or visitor assistance.
• (20%) General Office Support
  • Assist with meeting set-ups, conference room cleanliness, and supply replenishment.
  • Support breakroom/coffee station upkeep.
  • Respond to ad-hoc office service needs from employees and leadership.
  • Perform other general office duties as assigned to maintain a safe, organized, and professional workplace.
• Perform other duties as assigned
• Comply with all policies and standards

Work Experience

• 1+ year of administrative experience in a professional office environment.
• 1+ year experience in fleet/vehicle support, facilities, or administrative services.

Education

• High School Diploma or General Education Degree (HS/GED) Required
• Associate Degree in Arts/Sciences (AA/AS) Preferred

Licenses and Certifications

• Valid Driver's License - State or Country-Specific Department of Motor Vehicles (DMV) Required Upon Hire

Knowledge, Skills, Abilities

• Knowledge of general office administration practices and procedures, including mail, supply, and facility support.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) with the ability to prepare accurate correspondence, presentations, and reports.
• Excellent verbal and written communication skills; able to present and explain information clearly to employees and vendors at all levels.
• Strong customer service orientation with ability to engage positively, respond promptly, and maintain professionalism in all interactions.
• Ability to maintain effective working relationships with co-workers, employees, and vendor partners, often under complex or time-sensitive conditions.
• Proven ability to handle multiple projects simultaneously, prioritize effectively, and consistently meet deadlines in a fast-paced environment.
• Ability to identify issues, recommend solutions, and exercise sound judgment when coordinating logistics or resolving service needs.
• Strong accuracy and organizational skills when inspecting vehicles, maintaining logs, or processing administrative records.

Physical Demands

• Stationary Position/Seated: Constantly
• Communicate/Talking: Constantly
• Communicate/Hearing: Constantly
• Repetitive Motions: Frequently
• Coordination: Frequently
• Driving: Frequently
• Seeing/Observing: Constantly

Travel Requirements

• 30% Driving Domestic: Essential

Come work with us at our exciting new facility, in the growing city of Huntsville Alabama. Huntsville is in Madison County and is one of the best places to live in Alabama and the 11th best place to live in America. Huntsville offers a vibrant community with a mixture of high-tech ventures, cultural diversity, and is the #1 most affordable place to live in the U.S. in 2019 out of 125 most populous metro areas.

Pay Range $18.08 - $24.86 Salary to be determined by education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data. Learn more about MNAO's comprehensive benefits package.