Office Coordinator

The Office Coordinator manages daily office operations and provides administrative support to Corporate Finance, Human Resources, and the local General Manager. The position serves as a point of contact for clients regarding sales orders and coordinates with internal teams to provide accurate information and timely follow-through.

This role balances competing priorities while improving office processes. The coordinator identifies outdated or manual practices, introduces approved digital tools, and develops clear, consistent processes that improve organization, accuracy, efficiency, and customer service.

Responsibilities:

Office Operations and Administrative Support

· Coordinate daily office activities, maintain supplies and equipment, and serve as the local contact for office vendors, service providers, and facility requests.

· Support local management with spreadsheets, reports, correspondence and general administrative tasks.

· Maintain organized records, shared files, contact lists, and administrative schedules; track action items and follow up on deadlines.

Finance Administrative Support

· Assist with customer billing documentation, accounts receivable follow-up, and resolution of invoice or payment inquiries in coordination with Corporate Finance.

· Compile supporting records and routine reports for reconciliations, month-end activities, and audits; research discrepancies and refer accounting decisions to Finance.

· Follow purchasing, vendor setup, recordkeeping, and approval procedures; maintain separation of duties and process transactions only within assigned authority.

Customer Service and Sales Order Support

· Serve as a professional, responsive contact for customer order inquiries; receive, review, and enter sales orders and verify purchase order details against approved quotations or terms.

· Coordinate with Sales, Production, Shipping, and Finance to confirm order requirements, obtain delivery updates, and communicate order status to customers.

· Track open orders, customer requests, and approved changes through completion; document communications and escalate delivery, pricing, billing, or quality concerns to the appropriate team.

Human Resources Administrative Support

· Coordinate onsite interviews and orientation logistics under Corporate HR direction.

· Support employee communications, training coordination, employee activities, and offboarding logistics as assigned.

Process Improvement and Office Modernization

· Review existing administrative workflows and recommend practical improvements to reduce duplicate data entry, paper handling, delays, manual processes, and errors.

· Create and maintain standard procedures, digital forms, templates, checklists, and tracking tools for recurring office, finance, HR, and customer service activities.

· Organize shared electronic records with consistent naming, version control, appropriate permissions, and retention practices established by corporate departments.

· Partner with Corporate Finance, HR, IT, and the General Manager to implement approved systems and automation and help employees adopt new processes.

· Monitor measures such as order-entry accuracy, request turnaround time, missing documentation, and overdue follow-ups to evaluate local improvements.