Primary Role: The Office Coordinator is an organized, competent and service-minded professional who performs a variety of day-to-day office and administrative tasks with accuracy and speed to ensure that plant and office operations run smoothly to successfully support business activities.
Duties and Responsibilities:
General Office and Customer Service
Provide reception and phone coverage
Greet and assist visitors when they arrive at the office and assure they are directed to the appropriate individuals in an expedient manner
Triage phone calls from customers/dealers – assist where possible and forward to appropriate next level for complex issues
Establish positive working relationships with dealers/customers and internal staff at the location and corporate level
Purchase supplies and materials for production, maintenance and offices at the plant
Follow office workflow procedures to ensure maximum efficiency
Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, planning/hosting onsite meetings, expense reports, etc.)
Finance, Purchasing & Inventory
Assist with inventory
Maintain the purchase order log system
Receive merchandise and records in the purchase order system
Scan deposits and complete remittance form to Credit department
Assist Plant Manager with recruitment including but not limited to employment applications, interview scheduling, drug screening, new hire paperwork, and other aspects of onboarding.
Assist employees with ADP (payroll) and benefit enrollment
Maintain employee files under direction from the HR Manager
Liaison with HR Manager to assure procedural compliance and HR programs/activities are successfully executed at the location
Shipping & Receiving
Arrange shipping for merchandise/supplies ordered and with UPS and Fed Ex shipments
Environmental Health & Safety:
Report accidents and near-misses in conjunction with Plant management and HR
Record environmental reports (e.g. air quality, water testing, waste)
Conduct safety training for new hires
Other duties as assigned.
High School diploma or GED is required with a minimum of 3 years of related experience; Associate’s Degree and/or office administration certificate preferred.
Experience with Purchasing, Customer service, Human Resources, Accounting, and/or Manufacturing preferred
Organized with the ability to prioritize and multi-task
Reliable with patience and professionalism
Computer skills: (1) Basic to intermediate MS Office skills, especially Excel, Word and PowerPoint, and understanding of how “back office” business software works and ability to learn Latham’s software
Knowledge of basic bookkeeping principles and office management systems, equipment and procedures
Excellent Interpersonal abilities including: working independently and in teams; communicating effectively in oral and written form to plant manager, employees and/or vendors
Ability to multi-task, prioritize workload and generate reports
Proven ability to be resourceful and solutions-focused
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements of the position include but are not limited to:
prolonged sitting, repetitive computer entry and lifting up to twenty (20) pounds
working generally in an office setting with occasional time spent in the plant (i.e. inventorying supplies)