Operations & Administrative Coordinator

SGS•Grass Lake, MI

14h

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
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.

Nice To Haves

1 to 3 years of previous experience and knowledge of Salesforce, BOSS, and Microsoft Office.

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.