Aberdeen Positions Office Coordinator

The primary responsibility for the Office Coordinator is to provide timely and professional customer service to our customers. Ensure that office duties are completed accurately and reported to corporate in a timely manner. Liaison between the branch and corporate office.

• Responsible for office communication; answering incoming phone calls, open, sort and distribute mail, direct all incoming faxes and emails.
• Ensure the cash drawer is balanced daily and the cash amount is maintained.
• Weekly prepare and make bank deposits; organize and prepare weekly packet to corporate accounting department for reconciliation of accounts.
• Administer petty cash account, submit receipts/activities on a regular basis and coordinate account with Controller.
• Ensure all shop time and field service time is reported to Corporate for billing and tracking purposes.
• Maintain and organize filing system.
• Track and order office and shop supplies; coordinate repairs for any office equipment.
• Data entry of customer orders, conversion of quotes into orders and billing utilizing the Electronic Resource Planning (ERP) system.
• Review Open Order Report on a regular basis; follow-up on open parts orders and lead times for open production orders; correspond with customers and vendors regarding open orders.
• Coordinate all vendor information including new accounts and account changes to Corporate office.
• Correspond with customers and vendors regarding open orders, account information, invoices and customer/vendor complaint resolution.
• Coordinate with Human Resources to ensure all new hire information is completed for new employees.
• Sourcing and purchasing parts as components with multiple suppliers.
• Order Processing – Create, process, and update purchase orders and track them to ensure they are fulfilled on time.
• Work closely with our service department to support administrative duties.
• Assist team as needed to ensure excellent customer service levels and productivity levels.
• Other duties as assigned

Excellent Communication Skills; Highly Motivated, Self-Starter; Detail Oriented; Proficient Planner and Organizer; Team Player Willing to Teach and Learn; Computer Literate (MS Word and MS Excel); Ability to Work in a Group Setting or Without Supervision.