OFFICE COORDINATOR - GRAND RAPIDS

In 1989, Wikoff’s first continual improvement department was established, adopting a Total Quality Management approach. Over the years, the department has matured and expanded its vision to include not only oversight of the quality management system, but also training programs and employee safety while adopting other improvement methodologies such as lean and six sigma.

Role

At Wikoff Color Corporation, we’re proud to be employee-owned, which means every team member has a stake in our success. We believe in building a workplace where people feel valued, empowered, and invested in the future.

We are seeking a highly organized and detail-oriented Office Coordinator support our branch operations. This multifaceted role involves managing inventory, processing orders, coordinating with suppliers, and overseeing billing functions. The ideal candidate will be a proactive problem-solver with strong Excel skills, ERP system adaptability, and a collaborative mindset.

Key Responsibilities

Administrative & Office Support

• Provide daily administrative support to branch leadership, sales teams, and production staff.
• Answer incoming calls, direct inquiries, and assist walk-in customers with professionalism and courtesy.
• Coordinate and support branch-level activities including safety audits, inventory audits, and team meetings.
• Maintain organized records, documentation, and office supplies to ensure operational efficiency.
• Assist with scheduling, travel arrangements, and internal communications as needed.
  
  

Procurement & Order Management

• Forecast, order, and manage raw material inventory levels in collaboration with sales and leadership teams.
• Place and monitor purchase orders with partner suppliers to ensure timely delivery and inventory availability.
• Review, approve, and track supplier invoices to ensure accurate and timely payment processing.
• Maintain clear and consistent communication with vendors to resolve fulfillment issues and ensure order accuracy.
• Manage and update customer-specific delivery instructions and order handling preferences.
• Receive and enter customer orders into the ERP system, providing accurate lead time estimates and updates.
  
  

Production Coordination & Documentation

• Schedule production workflows to meet delivery timelines and achieve production targets.
• Coordinate outbound shipments and prepare all necessary documentation for logistics and compliance.
• Create, close, and maintain accurate production records within the ERP system.
• Gather job specifications from graphics, sales, and prepress teams to ensure production readiness.
• Verify that all job data and documentation are complete, accurate, and clearly communicated to production teams.
  
  

Billing & Financial Support

• Process invoices using online billing applications (e.g., APSA).
• Reconcile monthly billing, sales journals, and customer credits.
• Track and report on open billing to ensure timely processing.
• Distribute invoices and manage special distribution requirements.
• Handle credit card payments and outgoing mail.
• Provide invoice copies and billing support to internal and external stakeholders.
• Perform other duties as assigned by management.
  
  

Qualifications

• High school diploma or equivalent required; college coursework in accounting or business is a plus
• Minimum of 2 years of experience in administrative, billing, or accounting roles
• Advanced proficiency in Microsoft Excel, including pivot tables, formulas, data validation, and VLOOKUP
• Experience with ERP systems required; ability to quickly learn platforms such as Chempax is essential
• Strong verbal and written communication skills
• Proven ability to manage multiple responsibilities, work independently, and proactively seek guidance when needed
  
  

Working Conditions

• 75% office based; ability to sit for prolonged periods of time.
• 25% standing/walking, climbing, bending, twisting, reaching.
  
  

Effort/Physical Demands

• Constant communication with employees, peer, managers.
• May be required to work outside of normal working hours to meet the needs of production.
  
  

Health And Safety Responsibilities

• Must work in accordance with Health and Safety regulations, Company Rules, Plant Rules, policies and procedures.
• Must use or wear equipment, protective devices, or certain clothing as required by the company.
  
  

Benefits

• Competitive pay and overtime opportunities
• Health, dental, and vision insurance
• Paid time off and holidays
• 401K
• Employee Stock Ownership Plan
• Career development and training opportunities
• Clean, safe, and team-oriented work environment
  
  

This position contributes to a quality product by ensuring overall compliance to defined Product Specifications, the Quality Management System, and the Quality Policy. Additionally, this position promotes a safe work environment by complying with the defined Safety rules, GMP and regulations at all times.

This company is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.