Office Coordinator

Join a Team That Builds What Matters
Our client is a fast-growing leader in CNC precision machining, design engineering, and custom fabrication. From one-of-a-kind prototypes to high-volume production, our client works on exciting projects across industries like aerospace, automotive, healthcare, and defense.

If you’re looking to be a versatile part of a team that values craftsmanship, innovation, and on-time delivery, this is the place to grow your skills and make an impact. We are seeking a highly organized and flexible individual to manage both our essential financial records and critical daily office operations.

Responsibilities:

• Front Office & Customer Service Leadership
• Reception & Communication: Serve as the professional and welcoming first point of contact for the company. Answer and direct phone calls, manage the general office email, and greet all visitors
• Customer/Vendor Support: Manage customer and supplier records, including current contact details. Route calls, inquiries, and customer requests to the appropriate team members quickly and professionally
• Office Administration: Order and manage office supplies, handle incoming/outgoing mail and shipments, and coordinate general office organization and maintenance needs
• Core Accounting & Financial Support
• Accounts Receivable (A/R): Generate and issue customer invoices. Monitor A/R status and follow up on overdue payments professionally to ensure timely cash flow
• Accounts Payable (A/P): Process supplier invoices that are approved for payment, ensuring accurate recording and timely processing to avoid late fees
• Transaction Recording: Accurately record daily financial transactions (sales, purchases, receipts, and payments) in the accounting software, ensuring proper categorization according to the Chart of Accounts
• Bank Reconciliation: Perform regular reconciliation of bank statements with internal accounting records, identifying and resolving any discrepancies
• Payroll & Compliance Assistance
• Payroll Preparation: Collect and prepare data for payroll for management approval; process payroll accurately and on time
• Employee Records: Maintain employee earning, deduction, and tax withholding records, and manage Paid Time Off (PTO) requests
• Tax Documentation: Assist in gathering data for and filing relevant tax returns (e.g., sales tax, payroll tax)
• Financial Reporting & Process Support
• General Ledger (G/L) Maintenance: Post routine journal entries and ensure the G/L accurately reflects the company's financial transactions
• Reporting Assistance: Assist in preparing basic financial statements (Income Statement, Balance Sheet) for management review
• Records Management: Organize and maintain all financial and office documentation securely and accessibly for compliance and audits
  
  
  
  

Qualifications:

• Proven experience in a combined role: Bookkeeping/Accounting Support and Office Administration/Coordination
• Demonstrated proficiency with QuickBooks
• Familiarity with or the ability to quickly learn ERP systems
• Foundational understanding of GAAP and financial reporting principles
• Exceptional attention to detail for both financial record-keeping and customer communications
• Adaptable and Proactive: Proven ability to manage multiple priorities, switch between tasks quickly, and take initiative to solve problems
• Excellent communication skills (written and verbal) and a professional phone/in-person demeanor
  
  
  
  

Hours:

Monday through Thursday

8 AM to 5 PM

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.