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.