OFFICE COORDINATOR - GRAND RAPIDS

Key Responsibilities

• Provide daily administrative support to branch leadership, sales teams, and production staff.
• Answer incoming calls, direct inquiries, and assist walk-in customers with professionalism and courtesy.
• Cook up and support branch-level activities including safety audits, inventory audits, and team meetings.
• Maintain organized records, documentation, and office supplies to ensure operational efficiency.
• Aid with scheduling, travel arrangements, and internal communications as needed.

Procurement & Order Management

• Forecast, order, and manage raw material inventory levels in collaboration with sales and leadership teams.
• Place and monitor purchase orders with partner suppliers to ensure timely delivery and inventory availability.
• Review, approve, and track supplier invoices to ensure accurate and timely payment processing.
• Manage and update customer-specific delivery instructions and order handling preferences.
• Receive and enter customer orders into the ERP system, providing accurate lead time estimates and updates.

Production Coordination & Documentation

• Schedule production workflows to meet delivery timelines and achieve production targets.
• Cook up and coordinate outbound shipments and prepare all necessary documentation for logistics and compliance.
• Create, close, and maintain accurate production records within the ERP system.
• Gather job specifications from graphics, sales, and prepress teams to ensure production readiness.
• Verify that all job data and documentation are complete, accurate, and clearly communicated to production teams.

Billing & Financial Support

• Process invoices using online billing applications (e.g., APSA).
• Reconcile monthly billing, sales journals, and customer credits.
• Track and report on open billing to ensure timely processing.
• Distribute invoices and manage special distribution requirements.
• Handle credit card payments and outgoing mail.
• Provide invoice copies and billing support to internal and external stakeholders.
• Perform other duties as assigned by management.

Qualifications

• High school diploma or equivalent required; college coursework in accounting or business is a plus.
• Minimum of 2 years of experience in administrative, billing, or accounting roles.
• Advanced proficiency in Microsoft Excel, including pivot tables, formulas, data validation, and VLOOKUP.
• Experience with ERP systems required; ability to quickly learn platforms such as Chempax is essential.
• Strong verbal and written communication skills.
• Proven ability to manage multiple responsibilities, work independently, and proactively seek guidance when needed.

Working Conditions

• 75% office based; ability to sit for prolonged periods of time.
• 25% standing/walking, climbing, bending, twisting, reaching.
• Constant communication with employees, peers, managers.
• May be required to work outside of normal working hours to meet the needs of production.

Health And Safety Responsibilities

• Work in accordance with Health and Safety regulations, Company Rules, Plant Rules, policies and procedures.
• Use or wear equipment, protective devices, or certain clothing as required by the company.

Benefits

• Competitive pay and overtime opportunities.
• Health, dental, and vision insurance.
• Paid time off and holidays.
• 401K Employee Stock Ownership Plan.
• Career development and training opportunities.
• Clean, safe, and team-oriented work environment.

Additional Information

This position contributes to a quality product by ensuring overall compliance to defined Product Specifications, the Quality Management System, and the Quality Policy. Additionally, this position promotes a safe work environment by complying with the defined Safety rules, GMP and regulations at all times.

About the role

At Wikoff Color Corporation, we’re proud to be employee-owned, which means every team member has a stake in our success. We believe in building a workplace where people feel valued, empowered, and invested in the future.