Administrative Coordinator

Cemen Tech•Billings, MT

5h•Onsite

About The Position

The Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees, ensuring the smooth day-to-day operation of the office. This role supports multiple functions including office administration, accounts receivable and payable processes, project coordination, human resources, and light marketing efforts. The Administrative Coordinator works closely with the General Manager, Project Manager, Sales team, Inventory Specialist, and corporate support teams to ensure efficient communication, accurate recordkeeping, and timely execution of administrative and operational tasks. This role requires a highly organized, personable, and dependable individual who can manage multiple responsibilities while maintaining professionalism and attention to detail.

Requirements

Experience in a manufacturing, fabrication, industrial, or construction environment.
Familiarity with accounts receivable, accounts payable, and job-costing processes.
Experience with an ERP, job-costing, or accounting system (e.g., QuickBooks, or similar).
Prior experience supporting HR functions or serving as a local HR contact for a larger corporate organization.
Basic marketing, social media, or website content experience.

Responsibilities

Greet and welcome visitors, customers, and vendors in a professional manner.
Answer and route incoming calls; take accurate messages.
Maintain a clean and organized front office and reception area.
Manage incoming/outgoing mail and shipping (FedEx, UPS, couriers).
Order and maintain office and breakroom supplies.
Coordinate with vendors for office equipment, janitorial services, and facility upkeep.
Provide administrative support to the General Manager including scheduling, travel, and meetings.
Send customer invoices and follow up on outstanding balances.
Process incoming payments and forward to corporate accounting.
Maintain aging reports and escalate past-due accounts.
Assist with customer setup, credit applications, and compliance documentation (W-9s, tax exemptions, COIs).
Receive and review vendor invoices and match with purchase orders and packing slips.
Submit approved invoices to corporate for payment.
Track outstanding documentation and follow up as needed.
Maintain organized invoice and documentation records.
Enter labor hours, materials, and project data for accurate job costing.
Support Project Manager with maintaining complete and current project files.
Provide clerical support to the Sales team.
Maintain and file project-related documentation.
Act as the local liaison between employees and corporate HR.
Assist with recruiting coordination and interview scheduling.
Support onboarding activities including paperwork, orientation, and compliance requirements.
Collect and verify timecards for payroll submission.
Maintain employee records, certifications, and training documentation.
Ensure compliance with OSHA and workplace regulations.
Support safety documentation and SDS maintenance.
Assist with employee events and internal communications.
Assist with social media content and company updates.
Support trade show and event coordination.
Prepare customer communications and outreach materials.
Maintain organized filing systems (digital and physical).
Process expense reports for submission.
Take meeting minutes as needed.
Perform additional duties as assigned by management.