General and Administrative Coordinator

Our client specialist in AI end embedded vision for industrial applications is looking for a highly energetic and passionate General and Administrative Coordinator in Boise, ID. Join the industrial pioneer in artificial intelligence (AI) solutions for enhancing the safety, productivity and autonomy of machinery!

The role involves coordinating the activities and ensuring compliance among various stakeholders contributing to the operations of the US subsidiary. Given the small size of the company, the General Administration Coordinator (G.A.C.) shoulders a diverse range of responsibilities. Additionally, the G.A.C. serves as the executive assistant to the Chairman and CEO of the group.

The G.A.C. engages with all team members daily, with specific focus on the North America Vice President of Sales, Group Admin Manager, Group Accounting Manager, US Technical Manager, US Supply Chain Manager, and the CEO. This multifaceted role requires effective communication and collaboration across various functions to ensure the success and seamless operation of the company.

Responsibilities

• Compliance: manage the work of our registered agents in the different states where the company has activities to ensure that the company is in good standing in the whole USA and at the federal level. Manage the books of the company, organizing all the required board meetings and general assembly to comply with the state and federal obligations of a corporation. Coordinate the activity of the company lawyers in this field.
• Legal: Read, amend and negotiate customers/providers contracts (commercial, technical, logistics, transportation, NDA, etc.) on behalf of the company under the supervision the group managers. Coordinate the activity of the company lawyers in this field.
• Custom: In cooperation with our Group supply chain and with our distributors, customers or suppliers, file our export or import forms when needed. Answer questions from customs if any.
• Tax: Coordinate the activity of the company accountant in performing Sales tax declarations in the states where the company must do these declarations. Coordinate the activity of our registered agents and accountant for registration of sales tax in new states. Support the group accounting department in managing the US accountant and auditors for annual accounts and tax declarations.
• Sales administration: Record incoming orders, generate customer order acknowledgement, invoices and track the payment of invoices by customers.
• Insurance: Negotiate and setup insurance policies with our insurance agent (general product liability, facilities and inventory, cars, managers, traveling, medical, etc.). Use our insurance coverage when a covered event happens.
• Payroll: Coordinate the work of the company PEO (ADP now). Feed them with payroll and employee’s data, enroll new employees and cancel departing employees, check the quality of their work, correct mistakes if any.
• HR: Setup offer letters for new employees and termination letters for departing employees. Provide new employees with a comprehensive onboarding training and explanation. Verify expense reports of all employees. Setup and manage the employee handbook for each state where the company has employees through the web platform of our provider.
• Marketing: Collaborate with the Marketing Manager and the Corporate Communication Manager of the group to identify / book / organize trade shows and conferences in North America. Identify and order marketing material in North America (Booth, Brochures, Goodies, T-Shirts, etc).
• Office management: general office management tasks
• Reporting: Report weekly to the administrative manager and quarterly to the Board of the Group, following the required reporting templates.

Education and experience

• 2 years’ experience in a multitask role in a small company
• 2 years’ experience in a role involving out of state or foreign activities
• coordinator or assistant manager
• High School Graduate or above
• Foreign language (Spanish or French) is a plus
• Familiarity with MS Office software

Qualifications

• Professional Conduct
• Autonomy, Self-confidence, Proactivity
• Legal compliance focus
• Following industry quality standards
• Personal organization / multitasking / analytical
• Taste for administrative and legal tasks
• Taking ownership of the entire scope of an Administrative Coordinator
• Presentation skills, Client relationship
• Negotiation, Ambition to take responsibilities in a growing company
• Team culture approach / taste for European culture