Location: Germantown, Wisconsin, US
Department: Commercial
Reference: VN1364
Site Coordinator
Summary of Role
The Site Coordinator serves as a key administrative and client-facing partner for the Germantown site, reporting to the Site Head. This role is responsible for ensuring smooth day-to-day site operations, coordinating administrative support across multiple departments, and serving as the primary point of contact and “face of the site” for customers, prospects, and visitors. The role requires strong organizational skills, professionalism, and the ability to balance client experience with internal administrative needs.
Essential Functions
Site & Leadership Support
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Diversity and Inclusion
Sterling values diversity and we are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, sex, pregnancy, age, national origin, physical or mental disability, past or present military service, marital status, gender identification or expression, medical condition (including genetic characteristics) or any other protected characteristic as established by law.
Why Consider Sterling?
Sterling Pharma Solutions is a global contract development and manufacturing organisation (CDMO) with more than 50 years’ experience in developing and manufacturing Active Pharmaceutical Ingredients (APIs). This is complimented by Antibody Drug Conjugate (ADC) research and development bioconjugation services.
We are a fast growing, dynamic business with facilities in the UK and the US, where we employ more than 800 talented and passionate people who support our customers in bringing new medicines to market, improving and saving the lives of patients.
Our culture and our way of working is what really sets us apart as a business; we aim to deliver an exceptional experience to our customers and our employees. You can expect to be part of a supportive team, all working towards a shared goal: to deliver first-class science and service to our customers every day.
Summary of Role
The Site Coordinator serves as a key administrative and client-facing partner for the Germantown site, reporting to the Site Head. This role is responsible for ensuring smooth day-to-day site operations, coordinating administrative support across multiple departments, and serving as the primary point of contact and “face of the site” for customers, prospects, and visitors. The role requires strong organizational skills, professionalism, and the ability to balance client experience with internal administrative needs.
Essential Functions
Site & Leadership Support
- Provide comprehensive administrative support to the Germantown Site Head and site-based leadership teams as requested.
- Partners with leaders across departments (e.g., Operations, Program Management, Commercial, HR) to support site-level administrative needs and special projects.
- Prepare communications, emails, memos, reports, and presentations related to site initiatives.
- Attend meetings as requested; prepare agendas, capture minutes, track action items, and follow up on deliverables.
- Process purchase requisitions and expense reports in accordance with company policies.
- Travel support and managing approval process for US based employees, candidates and customers if needed.
- Serve as the primary coordinator and host for all existing and prospective customer visits at the Germantown site, ensuring a professional and positive first impression.
- Maintain the customer visit calendar and coordinate closely with Program Management, Commercial teams, and site senior leadership.
- Prepare and distribute a weekly report detailing upcoming client and prospect visits and visit-readiness status.
- Obtain, finalize, and distribute detailed visit agendas in partnership with Program Management and Commercial teams.
- Act as the internal point of contact for on-site client and prospect visits, ensuring clear communication and seamless execution.
- Coordinate all visit logistics, including but not limited to:
- On-site meals and catering
- Internet access and meeting space setup
- Site tours and required personal protective equipment (PPE)
- Office space and materials
- Support customers and out-of-town visitors with logistics, including local travel, hotel, and restaurant recommendations.
- Assist with customer and prospect feedback surveys; identify themes and support continuous improvement actions as needed.
- Develop strong working relationships with employees at all levels across the Germantown site and broader organization.
- Work closely with community organizations and local resources to support site-related volunteer, community engagement, and donation initiatives.
- Support site events, meetings, and engagement activities as needed.
- Demonstrate flexibility and professionalism in a dynamic, fast-paced environment.
- Perform additional site-related administrative duties as assigned by the Site Head.
- Successfully perform all essential duties with or without reasonable accommodation.
- Superior organizational skills and ability to manage multiple priorities.
- Excellent verbal communication and customer service skills.
- Excellent attention to detail, including accurate data entry.
- Ability to maintain a high level of confidentiality.
- Executive presence and a strong understanding of professional business etiquette.
- Proficiency with Microsoft Office applications.
- Ability to adapt to change in a dynamic, high-pressure environment.
- Excellent communications skills at all levels in a business environment
- Commercial awareness
- Candidates need to be competent with IT systems, and Microsoft Office including Outlook, PowerPoint, Word and Excel.
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
- Duties, responsibilities and activities may change at any time with or without notice.
- Passionate about customer experience and service excellence
- Enthusiastic, proactive, and solutions-oriented
- Creative and resourceful
- Analytical with strong problem-solving skills
- Team-oriented and collaborative
- Highly organized and capable of handling multiple projects concurrently
- High school diploma required; Associate degree or bachelor’s degree preferred.
- 3-5 years of customer service, event planning or concierge experience required.
- 3-5 years related administrative support experience required.
- 3-5 years in an executive support or administrative role.
- Experience in industrial and/or B2B marketing preferred.
- Up to 5% travel required.
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Diversity and Inclusion
Sterling values diversity and we are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, sex, pregnancy, age, national origin, physical or mental disability, past or present military service, marital status, gender identification or expression, medical condition (including genetic characteristics) or any other protected characteristic as established by law.
Why Consider Sterling?
Sterling Pharma Solutions is a global contract development and manufacturing organisation (CDMO) with more than 50 years’ experience in developing and manufacturing Active Pharmaceutical Ingredients (APIs). This is complimented by Antibody Drug Conjugate (ADC) research and development bioconjugation services.
We are a fast growing, dynamic business with facilities in the UK and the US, where we employ more than 800 talented and passionate people who support our customers in bringing new medicines to market, improving and saving the lives of patients.
Our culture and our way of working is what really sets us apart as a business; we aim to deliver an exceptional experience to our customers and our employees. You can expect to be part of a supportive team, all working towards a shared goal: to deliver first-class science and service to our customers every day.
