Operations & Administrative Coordinator

SGS•Grass Lake, MI

1d•$45,000 - $60,000•Onsite

About The Position

The Operations & Administrative Coordinator supports the end-to-end administrative and operational workflow of customer jobs, including project file creation, documentation control, procurement, and invoicing, ensuring all records are accurate, complete, and maintained in compliance with company and quality system requirements. This role serves as a central point of coordination between customers, sales, and operations to track job progress from quote through completion. The coordinator will maintain organized physical and electronic filing systems and key tracking tools such as sales logs and job records. Additionally, they will support office operations including supply management and safety board compliance, and provide front-office and administrative support, including customer communication, customer setup, and expense reporting, to enable efficient, audit-ready business operations.

Requirements

Business Diploma Preferred
1 to 3 years of previous experience and knowledge of Salesforce, BOSS, and Microsoft Office
Ability to manage and coordinate multiple projects in a fast-paced, highly professional environment
Ability to quickly learn and retain positional work instructions
Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook)
Must be able to read, understand and follow work instructions in a safe, accurate and timely manner
Proven ability to manage and coordinate multiple projects in fast-paced, highly professional environment
Ability to exercise discretion and independent judgment, when necessary

Responsibilities

Create, maintain, and organize new job folders, ensuring all documentation is complete and properly filed
Print, file, and manage emails, quotes, and related correspondence for each job
Save, organize, and maintain PDF records of signed quotes, purchase orders, and customer communications
Facilitate shipping of samples between laboratories for multi-lab projects
Order materials using punch-out and track orders to completion
Maintain adequate levels of office supplies and place orders as needed
Keep the safety board current and compliant with required postings and updates
Maintain and update the Saleslog and Salesforce, ensuring accuracy and timeliness
Schedule jobs and track job progress from quote through completion
Set up new customers in company systems, ensuring all required paperwork is submitted and stored
Prepare and issue customer invoices upon job completion, verifying accuracy against quotes and work performed
Prepare and submit expense reports for staff, ensuring policy compliance
Answer the phones and the front door
Perform other duties as assigned
Navigate complex client requests involving multiple projects and sites
Distribute project updates through multiple channels
Coordinate testing and invoicing with other SGS locations and external sub-contractors
Learn to operate efficiently in multiple software solutions
Anticipate and resolve client problems, forwarding to the appropriate individual where necessary
Document and create corrective or preventative actions when concerns arise, and proactively seek improvements