Administrative Coordinator/Scheduler-2023

The Administrative Coordinator / Scheduler provides centralized administrative, scheduling, and logistical support for PIP’s Field and End-User Engagement activities and the Charlotte Training Center. This role coordinates field visits, customer and distributor training events, internal programs, facility usage, travel details, communications, and supporting materials to help ensure consistent, professional experience for all participants.

Working closely with Sales, Product Management, Marketing, Customer Experience, Operations, and the training team, this position maintains calendars and records, manages event details, tracks requests and follow-up actions, and supports the day-to-day readiness of the Charlotte Training Center. The successful candidate is highly organized, customer-focused, detail-oriented, and comfortable managing multiple priorities in a fast-paced commercial environment.

**JOB RESPONSIBILITIES**

* Own and maintain the master calendar for field engagement, end-user visits, distributor training, internal sales training, mobile training activities, and Charlotte Training Center events
* Coordinate scheduling requests, confirm dates and requirements, identify conflicts, and communicate final event details to internal and external stakeholders.
* Provide administrative support for customer visits, product demonstrations, field assessments, roadshows, 3SP programs, sales meetings, and other commercial training initiatives.
* Coordinate event logistics, including attendee registration, agendas, invitations, room setup, catering, travel information, shipment of materials, product samples, demonstration equipment, signage, and post-event follow-up.
* Maintain accurate event records, participant lists, contact information, training history, activity summaries, and related documentation in approved company systems.
* Support CRM and reporting requirements by entering or validating engagement activity, opportunities, customer details, follow-up actions, and program outcomes as directed.
* Prepare routine reports and dashboards covering scheduled activity, participation, facility utilization, field support, open requests, and completed follow-up actions.
* Serve as a primary administrative contact for the Charlotte Training Center, responding professionally to scheduling questions and coordinating visitor information and on-site needs.
* Maintain day-to-day training center readiness by coordinating classroom schedules, supplies, training materials, product displays, demonstration tools, technology support requests, and general facility needs.
* Partner with the Sales Training and Operations Manager to establish scheduling priorities and apply consistent approval and escalation practices when competing requests arise.
* Coordinate with Marketing and Product teams to ensure current presentations, literature, samples, promotional materials, and branded resources are available for scheduled programs.
* Support expense documentation, purchase requests, invoices, vendor coordination, shipping records, and other administrative processes associated with events and facility operations.
* Create and distribute clear event communications, confirmations, agendas, reminders, changes, and follow-up materials.
* Capture meeting notes, decisions, action items, owners, and due dates; follow up to support timely completion.
* Identify scheduling, communication, and workflow improvement opportunities; recommend practical solutions that improve responsiveness, consistency, and participant experience.
* Maintain confidentiality and handle customer, employee, commercial, and company information with appropriate discretion.
* Provide backup administrative support for the Industrial Sales organization and complete other duties as assigned.

**CORE SKILLS/COMPETENCY REQUIREMENTS**

* Planning and Organization: Demonstrated ability to coordinate multiple calendars, events, stakeholders, deadlines, and changing priorities with strong attention to detail.
* Customer Focus: Professional, responsive, and service-oriented approach when supporting customers, distributors, visitors, sales teams, and cross-functional partners.
* Communication: Clear and accurate written and verbal communication, including professional invitations, confirmations, agendas, status updates, and follow-up correspondence.
* Collaboration: Ability to work effectively across Sales, Product Management, Marketing, Customer Experience, Operations, HR, IT, vendors, and external partners.
* Problem Solving: Uses sound judgment to anticipate issues, resolve scheduling and logistical conflicts, and escalate decisions when appropriate.
* Technology: Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint; ability to learn CRM, scheduling, registration, expense, and reporting systems.
* Execution: Consistently follows through on commitments, maintains accurate records, and delivers high-quality work within established timelines.
* Adaptability: Comfortable working in a fast-paced environment where schedules, customer requirements, and business priorities may change.
* Professionalism: Maintains composure, confidentiality, good judgment, and a positive representation of the PIP Global Safety brand.