Plant Administrative Coordinator

About Us

Proximo Spirits, Inc., a leading innovator and marketer of premium spirits in the U.S., is a privately-held company known for building and positioning some of the world's most iconic beverage brands. Key brands in the Proximo portfolio include Jose Cuervo® – the world's best-selling tequila brand, 1800® Tequila, Maestro Dobel® Tequila, Gran Centenario® Tequila, Bushmills® Irish Whiskey, and The Kraken® Black Spiced Rum. Proximo also imports and markets Three Olives® Vodka and more. For news and updates, follow us on LinkedIn, or visit proximospirits.com

Who We Are

At Proximo, we’re an entrepreneurial team with a passion for building legendary brands and shaping the future of the spirits industry. Our environment is fast-paced, highly collaborative, and results-driven. We embrace creative thinking, move with speed, and value bold ideas. You’ll be empowered to take ownership of your projects, challenge the status quo, and grow your career alongside world-class brands.

Position Summary

The Plant Administrative Coordinator provides comprehensive administrative and organizational support to the General Manager and Plant Senior Leadership Team. This role is responsible for coordinating daily administrative activities, maintaining accurate plant documentation and records, organizing workflow, and ensuring effective office procedures. The position also supports plant communications and leadership needs through the preparation of presentations, coordination of travel arrangements, and management of designated administrative and operations budgets. The Plant Administrative Coordinator plays a key role in ensuring the plant leadership team has the administrative resources, information, and coordination needed to operate efficiently and effectively.

Major Responsibilities

• Provides day-to-day administrative support to the General Manager and Plant Senior Leadership Team.
• Coordinates and prioritize administrative activities to ensure efficient workflow and effective office operations.
• Coordinate meetings, schedules, and administrative activities on behalf of plant leadership
• Prepares and designs presentations, including use of graphics, charts, and animation. Prepares and organizes correspondence, reports, meeting minutes, contracts, and documents with varying degrees of confidentiality.
• Anticipates administrative needs and proactively identify opportunities to improve processes and efficiency.
• Maintains critical control and integrity of all plant documentation, i.e., procedures, forms, line standards, training guides, SOPs, policies, and procedures for all departments. Facilitates yearly audit of all documents.
• Responsible for ordering office supplies for the plant.
• Maintains plant phone directory and personnel cell phone lists.
• Takes authorized action to ensure that administrative matters requiring attention are delegated to the appropriate department manager to maintain effective workflow.
• Lends support in coordinating, setting up, executing, and monitoring plant meetings, events, celebrations, and functions.
• Coordinates and plans non-routine leadership team meetings.
• Coordinates the logistics, meeting requirements, and set-ups for Executive-level visitors to the plant.
• Processes expense reports
• Performs other duties as assigned or as necessity/judgment dictates.
• Maintains our Daily management system such as creation of systems, new users, updates customer list and new products and remove users as needed.
• Manages the sample delivery from consumer complaints and records the consumer complaints in the Daily Management System
• Sends reports of overdue actions from Daily management system.

Key Competencies

• Organization & Prioritization - Effectively organizes multiple responsibilities, establishes priorities, and manages competing deadlines while maintaining accuracy and quality.
• Communication - Communicates clearly and professionally with employees, leaders, vendors, and other stakeholders through written, verbal, and presentation-based communication.
• Attention to Detail - Demonstrates a high level of accuracy and thoroughness in documentation, presentations, budgets, scheduling, and administrative activities.
• Customer Focus - Provides responsive, professional, and solution-oriented support to plant leadership and internal customers.
• Initiative & Ownership - Anticipates needs, takes ownership of responsibilities, and proactively addresses issues without requiring constant direction.
• Collaboration - Builds effective working relationships across plant functions and works collaboratively with leaders and employees to accomplish business objectives.
• Confidentiality & Judgment - Uses sound judgment when handling sensitive information and demonstrates discretion in interactions and decision-making.
• Adaptability - Effectively adjusts priorities and responds to changing business needs in a fast-paced manufacturing environment.
• Continuous Improvement - Looks for opportunities to improve administrative processes, eliminate inefficiencies, and create more effective ways of working.
• Accountability - Takes responsibility for commitments, follows through on assignments, and ensures work is completed accurately and on time.

Training, Education, Knowledge, Skills and Abilities

Required:

• High school diploma or equivalent.
• 3+ years of administrative, coordination, office management, or related experience.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong organizational and attention-to-detail skills.
• Ability to work effectively with employees and leaders at all levels of the organization.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred:

• Associate's or bachelor’s degree in business administration, Office Administration, Communications, or a related field preferred.
• Experience supporting leadership in manufacturing, production, food/beverage, or other industrial environment.
• Experience with budget tracking, purchasing, expense reporting, or financial administration.
• Experience developing professional presentations and leadership communications.
• Experience working with SAP or other ERP/business systems.

Experience coordinating meetings, events, travel, or plant-wide activities.

Proximo is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment based on race, color, sex (including pregnancy), sexual orientation, gender identity or expression, religion, national origin, citizenship status, age, genetic information, physical or mental disability of an otherwise qualified individual, membership or application for membership in a uniformed service, engaging in legally protected activity, or any other characteristic protected under applicable law.