Overview
Anchor Machine Works is a small machine shop with a hands-on work environment. We are seeking a dependable and detail-oriented Office Coordinator / Administrative Bookkeeper to manage the administrative side of our business.
The right person will ensure jobs move smoothly from order entry through completion and invoicing, acting as the primary point of communication between customers, vendors, the shop manager, and ownership. This is a vital role for someone who enjoys managing details and keeping a small business running efficiently.
Responsibilities
Bookkeeping & Order Tracking
- Track customer orders and open jobs from entry through completion.
- Prepare and send invoices, and enter customer, vendor, and expense information into QuickBooks.
- Assist with accounts receivable follow-up and basic bookkeeping tasks.
- Organize and maintain purchase orders, packing slips, vendor invoices, and job paperwork.
Communication & Administration
- Communicate with customers and vendors by phone and email regarding orders, invoices, paperwork, and delivery status.
- Coordinate with the shop manager to update job statuses and confirm when jobs are ready to invoice.
- Answer phones, respond to emails, and handle general office communication professionally.
- Maintain digital and paper filing systems, and manage office supplies.
- Assist ownership and the shop manager with reports and follow-up items as needed.
Qualifications
- Strong computer skills are strictly required, including high proficiency in navigating file systems, managing spreadsheets, and using modern office software.
- Experience with QuickBooks is strongly preferred.
- Prior experience with invoicing, bookkeeping, office administration, or order tracking.
- Strong attention to detail, accuracy, and follow-through.
- Professional phone and email communication skills.
- Ability to manage multiple tasks, prioritize effectively, and work independently.
- Experience in a machine shop, manufacturing, industrial, construction, or small-business environment is a plus.
- Bilingual English/Spanish is a plus, but not required.
Ideal Candidate
The ideal candidate thrives in a small business environment where accuracy and clear communication matter. We are looking for a highly computer-literate self-starter who can take ownership of the office workflow, ensuring administrative tasks are handled on time so the shop manager and employees can focus on production without interruption.
Note: This is not a shop floor management position. The shop manager handles production scheduling and shop employees. This role strictly supports the office, job tracking, invoicing, and administrative flow of the business.
Pay: $22.18 - $26.25 per hour
Work Location: In person
