Office Coordinator

Job Summary:

The Administrative Assistant role is a blend of reception and administrative duties, contributing to the overall efficiency of our company. The ideal candidate will be organized, self-motivated, and eager to learn new processes while supporting daily operations.

Duties and Responsibilities:

• Greet visitors, clients, and vendors in a professional and friendly manner.
• Answer and direct phone calls to appropriate staff.
• Handle general inquiries and provide basic information to customers and visitors.
• Assist in setting up new manufacturing jobs in the system.
• Coordinate with the production team to ensure proper scheduling and job setup.
• Process and close purchase orders in the system, ensuring accuracy.
• Enter accounts payable information into the system to ensure timely and accurate processing.
• Communicate shipping details and tracking information to customers.
• Manage all aspects of shipping, including LTL, UPS, FedEx, USPS, and international shipments.
• Ensure proper documentation and tracking for all outbound shipments.
• Coordinate with the logistics team to ensure timely delivery.
• Provide administrative assistance to various departments as needed.
• Maintain organized files, records, and systems for quick access and efficient workflows.
• Keep office supplies stocked as well as break room supplies.

Required Skills and Abilities:

• Strong attention to detail and accuracy.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Self-motivated with a strong desire to learn and grow in the role.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other standard office software.
• Ability to work independently and as part of a team.
• Customer service-oriented with a professional demeanor.

Education and Experience:

• High School Diploma required
• Basic knowledge of accounts payable, purchasing processes, and manufacturing systems is a plus.
• Previous shipping experience is a plus.