Administrative Coordinator

Position Summary

The Front Office Administrator plays a critical role in supporting daily business operations by managing administrative, billing, and reporting functions using proprietary internal software systems. This position serves as the primary point of contact for incoming communications and provides essential support across accounting, purchasing, and operational departments. Accuracy, discretion, and strong organizational skills are key to success in this role.

Key Responsibilities

Administrative & Front Office Support

• Serve as the first point of contact by answering and directing incoming phone calls professionally
• Greet visitors and coordinate basic front office logistics
• Provide general administrative support to management and operations teams

Billing & Data Entry

• Enter billing information accurately into proprietary internal software systems
• Review data for completeness and accuracy prior to submission
• Assist with invoice tracking and basic billing inquiries

Purchasing & Order Entry

• Enter purchase orders into proprietary systems based on internal requests
• Verify purchase order details, pricing, and quantities
• Coordinate with internal departments to ensure timely processing

Timekeeping & Payroll Support

• Collect, review, and enter employee time cards
• Ensure accuracy of hours, job codes, and approvals prior to payroll submission

Reporting & Recordkeeping

• Assist with monthly reporting, including compiling data from multiple sources
• Maintain organized electronic and physical records
• Support audits, reconciliations, and internal reviews as needed

Required Qualifications

• High school diploma or equivalent (Associate’s degree preferred)
• 2 years of experience in an administrative or front office role
• Experience working with proprietary or custom business software
• Strong data entry skills with high attention to detail
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple priorities in a fast-paced environment

Preferred Skills & Attributes

• Strong organizational and time-management skills
• Timeliness and professionalism
• Attendance is critical 
• Professional phone etiquette and communication skills
• Discretion when handling confidential employee and company information
• QuickBooks Experience
• Manufacturing Experience
• Self-starter with the ability to work independently and as part of a team
• Comfortable working with structured processes and deadlines

Monday - Friday 8:00 AM - 3:00 PM CST