Office Coordinator

About the role

The Office Coordinator maintains office operations and procedures; helps the plant with payroll; processing correspondence; filing, reviewing, and/or processing supply requisitions including invoices for general plant operations.

Essential duties and responsibilities

• Keeps management informed by initiating data collection reports and distributing them as required.
• Provides information by answering questions and requests.
• Contributes to team effort by accomplishing related results as needed.
• Communicates regularly with plant employees, plant management, and the Corporate Office.
• Performs accounts payable function including account coding, vouchering, and processing invoices for payment.
• Ensures operation of office equipment by completing preventative maintenance requirements and or calling for repairs.
• Corresponds with vendors and maintains vendor files.
• Reconciles vendor statements to ensure all invoices have been paid.
• Follows due-date requirements on invoices.
• Prepares materials such as presentations, reports, new hire packets, etc.
• Support and coordinate employee orientation schedules.
• Ensures all employee paperwork is completed correctly.
• Calculates and codes time cards and enters them into the payroll system.
• Accurately processes and maintains a weekly payroll for manufacturing employees and bi-weekly payroll for office and management employees.
• Sorts and distributes mail and faxes for the department.
• Insures fair, equitable, and respectful treatment of all employees.
• Other duties as assigned by Supervisor or Manager.

Qualifications

• High School General Education Diploma or equivalent; some college strongly preferred.
• Minimum 2 years of general office experience in an administrative role that includes various HR and Clerical and Accounting functions (A/R, A/P, payroll, etc.).
• Ability and willingness to work a flexible Full-Time schedule that may include weekends and holidays. Typical shift is M-F 8:30am - 5:00pm.
• Excellent communication skills and telephone etiquette.
• Fluent in oral and written communication in English.
• Strong computer skills, including Microsoft business applications and various reporting software.
• Exceptional interpersonal communication skills.
• Must be 18 years or older.
• Pass a physical and drug test.
• Must be able to provide own transportation to various locations in organizational service areas, as required by duties.

Language skills

Ability to read, analyze, and interpret common information, reports, and other documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or company representatives. Ability to effectively present information to management.

Physical demands

While performing the duties of this job, the employee is regularly required to walk, stand for long periods of time, sit and talk or hear. The employee frequently is required to use hands and fingers, to handle, or feel, sit for long periods of time, stand frequently, bend, squat, reach and turn to access files and office equipment. Must be able to lift up to 50 pounds.

Work environment

Field positions will be exposed to various unfamiliar conditions where Personal Protective Equipment (PPE) must be worn and which may include but are not limited to: manufacturing and warehouse plants, and other venues as directed by the supervisor. The noise level in the work environment is usually moderate but increases significantly in warehouse and manufacturing plants.