Job Description

Now hiring an experienced Office Coordinator (experience in a job shop environment a plus). Part time, 20-24 hours per week, with the potential to grow into more. Position available on 1st shift, Monday through Friday five hours per day, four to five days a week (exact schedule available for negotiation between 8am-3pm daily).

Responsibilities and Duties

The Office Coordinator will be the primary contact, and responsible, for all Accounts Receivable processes, including customer invoicing, management of past due accounts, returned merchandise authorizations (RMAs), and general assistance with customer inquiries regarding their accounts. They will also oversee the Accounts Payable process, ensuring the appropriate charges are being paid in a timely manner. This position requires a strong technology background in order to help develop more efficient processes for shop operations.

The Office Coordinator is the primary back-up for the Customer Production Coordinator and will assist with all office administrative functions in order to ensure end customer satisfaction and the smooth flow of daily office operations. This requires an extensive knowledge of customer contacts, purchasing, quoting, materials/inventory control, and job card development.

Overall job duties primarily consist of:

Generate all Accounts Receivable (AR) invoices/credit memos upon completion of a customer's job; collate all required documentation, generate and deliver invoices/credit memos, and file all paperwork in the AR file cabinets. Actively work and collect on all outstanding customer accounts weekly using the Accounts Receivable Aging report to ensure no receivables become delinquent based on customer payment terms. Coordinate all RMA (return merchandise authorization) processes from quality reporting to customer credit creation. Assist with maintaining all customer and vendor information in JobBoss to ensure it is always up-to-date, including email address contacts for electronic AR invoicing whenever possible. Learn key processes to provide back-up to the Customer Production Coordinator, including:
o Accounts payable (invoice matching with purchase orders and shippers, as well as entry into JobBoss).

o Processing and responding customer quotes in a timely manner.

o Moving customer purchase orders through the approval process and into production.

o Monitoring and responding to all company emails.

o Basic copying and filing of company and employee records as assigned.

o Company purchasing (office supplies and inventory for production).

o Managing temporary workers and employee timecards for submission to payroll processing.

o Maintaining of company Safety Data Sheets (SDS) for hazardous chemical compliance.

Must abide by company safety, basic, and electronics rules. Must be able to manage multiple processes in a fast-paced environment to ensure overall efficiency in various manufacturing processes that may, or may not, affect administrative functions. Utilize Lee Manufacturing, Inc.'s software platform in order to produce accurate records to assist with production and timely deliveries to customers. Professionally and efficiently respond to customer inquiries, ensuring overall customer satisfaction. Assist with the accurate record keeping and documentation processes associated with various customer and vendor shipments, with a large focus on business continuity (i.e. - develop written procedures). Interact with all other departments/personnel in a friendly and professional manner.
Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 20 - 24 per week

Benefits:

Dental insurance Flexible schedule Paid time off Vision insurance
Work Location: In person