OFFICE COORDINATOR - GRAND RAPIDS

Wikoff Color•Grand Rapids, MI

1d•Hybrid

About The Position

Wikoff Color Corporation is an employee-owned company seeking a highly organized and detail-oriented Office Coordinator to support 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.

Requirements

High school diploma or equivalent required
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
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.

Nice To Haves

College coursework in accounting or business is a plus

Responsibilities

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.
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.
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.
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.