Office Operations & Process Coordinator

About the Opportunity

PeopleWise is partnering with a growing manufacturing company to identify an organized, detail-oriented, and proactive Office Operations & Process Coordinator.

This role is ideal for someone who enjoys being at the center of a business, ensuring customers are supported, orders are processed accurately, information flows smoothly between departments, and day-to-day operations remain organized and efficient.

The successful candidate will work closely with customers, sales, production, and leadership while helping the company strengthen and improve its internal processes. As the organization continues to grow, it is investing in new systems and automation tools to improve efficiency and scalability. This role will help bridge the gap between current manual processes and future technology-enabled workflows by maintaining operational excellence today while supporting the successful adoption of new tools and processes over time.

The ideal candidate is highly organized, comfortable wearing multiple hats, enjoys learning new technology, and is excited to contribute to a growing organization where continuous improvement is valued.

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Position Summary

The Office Operations & Process Coordinator serves as a central point of coordination between customers, sales, production, and administration. This position combines customer service, order management, administrative support, purchasing coordination, and basic accounting support with a strong focus on process consistency and operational efficiency.

The successful candidate will help manage daily business operations while supporting improvements to systems, workflows, and internal processes as the company continues to evolve.

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Key Responsibilities

Customer Service & Order Management

• Serve as the first point of contact for customers by answering phones and responding to inquiries professionally and promptly.
• Coordinate recurring customer orders and assist with order status updates and customer questions.
• Enter and maintain customer, product, and order information accurately.
• Process sales orders and support order-related administration.
• Monitor order status and communicate updates to customers as needed.
• Coordinate communication between customers, sales, and production teams to ensure smooth execution.

Purchasing & Sales Support

• Assist with quotes, purchasing activities, and sales order administration.
• Support sales efforts by gathering pricing, product availability, and customer-related information.
• Coordinate purchasing-related documentation and maintain accurate records.
• Assist with vendor and supplier communications as needed.

Accounting & Administrative Support

• Process accounts payable invoices and maintain accurate records.
• Assist with accounts receivable activities, including researching and resolving billing issues.
• Maintain electronic files, records, and operational documentation.
• Coordinate office supply purchasing and general office administration.
• Provide administrative and operational support to company leadership as needed.
• Support special projects and other business initiatives as assigned.

Process Improvement & Operational Excellence

• Document and maintain standard operating procedures (SOPs), workflows, and process documentation.
• Learn existing processes and identify opportunities to improve efficiency, consistency, and accuracy.
• Help the organization transition from manual processes and spreadsheet-based workflows to more efficient, technology-enabled solutions.
• Support the implementation and adoption of new business systems and operational tools.
• Assist with testing, training, and process rollout activities as new systems are introduced.
• Cross-train in various areas of the business and provide support as organizational needs evolve.

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Qualifications

Required

• 3 years of experience in office administration, customer service, operations, bookkeeping, or a related business support role.
• Experience using QuickBooks Online.
• Strong proficiency with Microsoft Office, including Excel.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy and follow-through.
• Strong problem-solving skills and a proactive approach to work.
• Comfort learning new software, systems, and processes.

Preferred

• Experience in a manufacturing, production, distribution, or engineering-focused environment.
• Experience supporting order management, purchasing, sales support, or accounting functions.
• Experience working with ERP, CRM, or other business systems.
• Ability to document processes and create organized procedures.
• Interest in process improvement, operational efficiency, and continuous improvement initiatives.
• Demonstrated curiosity and comfort with emerging technologies, including AI-enabled tools, and the ability to leverage them to improve efficiency and simplify administrative processes.

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What Makes Someone Successful in This Role?

• We're looking for someone who:
• Enjoys creating order and structure.
• Takes pride in accuracy and attention to detail.
• Communicates professionally with customers and team members.
• Is comfortable balancing multiple responsibilities throughout the day.
• Embraces change and adapts well as processes evolve.
• Sees opportunities for improvement and enjoys helping make things work better.
• Is willing to learn different aspects of the business and contribute wherever needed.