Office Coordinator

The Office Coordinator manages daily office operations and provides administrative support to Corporate Finance, Human Resources, and the local General Manager. The position serves as a point of contact for clients regarding sales orders and coordinates with internal teams to provide accurate information and timely follow-through.

This role balances competing priorities while improving office processes. The coordinator identifies outdated or manual practices, introduces approved digital tools, and develops clear, consistent processes that improve organization, accuracy, efficiency, and customer service.

Responsibilities:

Office Operations and Administrative Support

· Coordinate daily office activities, maintain supplies and equipment, and serve as the local contact for office vendors, service providers, and facility requests.

· Support local management with spreadsheets, reports, correspondence and general administrative tasks.

· Maintain organized records, shared files, contact lists, and administrative schedules; track action items and follow up on deadlines.

Finance Administrative Support

· Assist with customer billing documentation, accounts receivable follow-up, and resolution of invoice or payment inquiries in coordination with Corporate Finance.

· Compile supporting records and routine reports for reconciliations, month-end activities, and audits; research discrepancies and refer accounting decisions to Finance.

· Follow purchasing, vendor setup, recordkeeping, and approval procedures; maintain separation of duties and process transactions only within assigned authority.

Customer Service and Sales Order Support

· Serve as a professional, responsive contact for customer order inquiries; receive, review, and enter sales orders and verify purchase order details against approved quotations or terms.

· Coordinate with Sales, Production, Shipping, and Finance to confirm order requirements, obtain delivery updates, and communicate order status to customers.

· Track open orders, customer requests, and approved changes through completion; document communications and escalate delivery, pricing, billing, or quality concerns to the appropriate team.

Human Resources Administrative Support

· Coordinate onsite interviews and orientation logistics under Corporate HR direction.

· Support employee communications, training coordination, employee activities, and offboarding logistics as assigned.

Process Improvement and Office Modernization

· Review existing administrative workflows and recommend practical improvements to reduce duplicate data entry, paper handling, delays, manual processes, and errors.

· Create and maintain standard procedures, digital forms, templates, checklists, and tracking tools for recurring office, finance, HR, and customer service activities.

· Organize shared electronic records with consistent naming, version control, appropriate permissions, and retention practices established by corporate departments.

· Partner with Corporate Finance, HR, IT, and the General Manager to implement approved systems and automation and help employees adopt new processes.

· Monitor measures such as order-entry accuracy, request turnaround time, missing documentation, and overdue follow-ups to evaluate local improvements.

Qualifications

· High school diploma or equivalent and at least three years of relevant experience in office administration, business support, customer service, or a combination of these areas.

· Experience supporting financial administration, such as invoice processing, purchase orders, or billing documentation.

· Experience communicating with customers and maintaining accurate orders, records, or service requests.

· Proficiency with Microsoft Office, including Excel, Word, and Outlook; ability to learn ERP, accounting, HRIS, and customer management systems.

· Ability to multitask, organize competing deadlines, adapt to interruptions, and complete detailed work accurately with limited supervision.

· Strong written and verbal communication, professional judgment, discretion with confidential information, and consistent follow-through.

· Demonstrated initiative in improving processes and helping others learn new tools or procedures.

· Must be authorized to work and reside in the US and must be eligible for any required authorizations from the U.S. Government to confirm with, but not limited to, U.S. export control regulations (ITAR).

Preferred Qualifications:

· Associate or bachelor's degree in business administration, accounting, human resources, or a related field.

· Experience in manufacturing or a multi-location organization, including sales order processing and coordination with corporate departments.

· Experience supporting HR administration and using SharePoint, Teams, electronic forms, or workflow automation tools.

Reporting and Coordination

Corporate Finance provides direct supervision, establishes financial procedures and approval requirements, and oversees performance management with input from the local General Manager. The General Manager provides local operational direction. The coordinator communicates workload and deadlines to both leaders and escalates conflicting priorities for resolution. HR-related work is performed under the direction of Corporate Human Resources.