Office Coordinator

Industrial Inspection & Analysis is looking for an Office Coordinator to join our EMC Lab in Alachua, FL.

Position Summary: The Office Coordinator is responsible for ensuring smooth operational flow of administrative tasks throughout the Lab and between the Lab and Certification groups. The Office Coordinator will work with the Lab Manager and EMC GM to prioritize tasks and ensure that customer needs are met. High level job duties include but are not limited to receipt / shipping of projects, completing project documentation, schedule coordination, customer communication, and interdepartmental coordination.

Responsibility Details:

The following is a list of the main responsibilities of which most are completed daily and / or required to perform a subsequent function. Additional duties / responsibilities will be communicated as required to support the Lab.

• Coordinate receipt of customer test samples including actual receipt, scheduling, and documenting expectations with sales and others.
• Receive customer testing samples and confirm / coordinate with Sales when the samples are received.
• Log customer sample information into NetSuite (and / or other systems) to create Sales Orders.
• Serve as the point of contact for the customer and work with the customer to obtain the correct documents to perform the testing. Monitor email / NetSuite and direct questions and communications to the appropriate team member.
• Interact with the Certification department and coordinate communication and questions with them.
• Support project completion / closeout including but not limited to the following:
  • Convert open Sales Orders to Invoice for completed projects.
  • Ensure customers receive their invoice.
  • Finalize and transmit reports.
  • Support month-end close for projects completed.
• Return testing sample to customers as required.
• Provide front desk support by answering phones as needed.

Desired Education, Competencies and Experience:

• High school diploma or equivalent with 1 to 3 years of customer service or administrative experience.
• Be able to be present in the office during normal working hours.
• Professional attitude, appearance, and organization of work area.
• Strong attention to detail and accuracy, customer service and communication skills, discernment and problem solving.
• Ability to meet assigned deadlines from internal and external customers.
• Proficiency in Microsoft Office and Adobe.
• Must be a U.S. Citizen or Permanent Resident.

Optional Skillsets:

• NetSuite experience.

Physical Duties and Working Conditions

• The position requires prolonged periods of sitting, standing, and walking.
• Must be able to occasionally lift and/or move up to 50 pounds.
• Work will be performed in an industrial environment in the IIA EMC lab.

Benefits Offered

• Medical, Dental, Vision
• 401K
• Paid Time Off and Holidays
• Short and Long Term Disability
• Life Insurance