Office Coordinator - Production & Administration

Office Coordinator – Production & Administration

Reports To

Operations Manager / General Manager

Job Summary

The Office Coordinator - Production, under the direction of the Operations Manager / General Manager, will primarily support operations, general administration and accounting functions of the organization. The position will manage work order processing, procurement, and entering basic financial transactions. The office coordinator’s role ensures that records are accurate, timely coordination of production-related work orders, and smooth administrative operations within a fast-paced manufacturing environment. The Office Coordinator must possess ability to adapt to new technology, ability to travel within North America, and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

Competencies

• Attention to Detail
• Communication
• Organization
• Professionalism
• Resourceful
• Time Management
• Adaptable

Job Duties

• Assist with procurement of raw materials and other parts and accessories. Process vendor invoices and purchase orders accurately and on time. Create, log, and prioritize work orders for production teams
• Communicate with suppliers regarding billing discrepancies and payment status
• Assist in the compilation of data for various reports
• Monitor progress and update systems and reports to reflect current status
• Coordinate with supervisors and technicians to ensure timely completion of tasks.
• Maintain a high level of confidentiality in all interactions
• Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment
• Organize, maintain, and coordinate office records and files
• Provide administrative office support for Operations Manager / General Manager
• Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders
• Review all documents, reports, and correspondence prepared for management signatures for format, content, grammar, and spelling; make edits as necessary
• Accurately and appropriately file correspondence, invoices, and receipts
• Act as first line contact with vendors or clients regarding billing problems
• Assist with jobsite administration duties, such as timesheet completion, and any daily logs that need to be maintained
• Other duties and activities that may be directed by Operations Manager / General Manager

Job Requirements

• Ability to travel within North America – Valid US Passport preferred
• Ability to adapt to new technology
• Excellent communication and problem-solving skills including the ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
• Ability to effectively communicate both verbally and in writing
• Familiarity with ERP systems and work order management tools. Familiarity with Eci / JobBoss is preferred.
• Ability to prioritize and manage conflicting demands
• Ability to respond quickly in a dynamic and changing environment
• Ability to work individually as well as part of a team
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Strong writing, editing, and proofreading skills
• Superior telephone manners and strong interpersonal skills
• Degree or diploma in administration, business, or 5 + years’ experience in a related field
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment

Work Conditions

• Operation of desktop computer and peripherals
• Extended periods of sitting
• Interaction with employees, management, and the public at large
• Office and plant environment
• Must have or is willing to obtain a valid Passport and the ability to travel within North America

Benefits

• Competitive Salary
• Health and dental insurance
• Disability Insurance
• Paid time off and holidays
• 401(k) Retirement Plan with Company Match
• Opportunities for growth with an expanding company within manufacturing sector

Job Type: Full-time

Pay: $55,000.00 - $62,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

People with a criminal record are encouraged to apply

Work Location: In person