Front Office and Customer Service Coordinator

Company Overview:

Hayden Industrial is the world leader in innovative design of High-Performance Air-Cooled Heat Exchangers and has a 60 year plus track record for growth. Our application specific designs incorporate our innovative cooling technology to provide more efficient cost-effective solutions. With offices in Tulsa, OK and Wuxi, China, we are strategically located to service the Power Generation and Oil and Gas Market on a global scale. ­­­­

Job Overview:

The Front Office & Customer Service Coordinator is responsible for managing the front desk while supporting the customer service and sales operations teams. This dual role serves as the first point of contact for visitors and incoming calls and ensures efficient handling of customer orders, logistics coordination, and administrative support related to standard product lines.

Key Responsibilities:

Front Desk & Office Support:

· Greet and assist visitors, vendors, and customers in a courteous and professional manner.

· Answer, screen, and direct incoming calls and messages.

· Receive, sort, and distribute incoming mail and packages.

· Maintain a clean and organized front office and lobby area.

· Manage conference room calendars and assist with internal meeting coordination.

· Provide general administrative support including scanning, data entry, filing, and supply inventory management.

Customer Service & Order Support:

· Enter customer orders into the ERP system (e.g., Glovia) within 48 hours of receipt from the sales or engineering teams.

· Maintain accurate shipping instructions, customer addresses, and internal packaging requirements; coordinate with the shop floor as needed.

· Ensure ship dates, budgeted material estimates, and labor hours are up to date for all active orders.

· Track project delivery status and communicate updates to the internal sales and engineering teams.

· Coordinate freight logistics for shipments with shipping and communicate costs and revenue to the accounting department when required.

· Handle standard spare parts requests and support engineering/sales with related customer inquiries.

· Manage pricing and proposal documents for standard/stocked products (including IC/EC and brazed aluminum lines), working closely with the VP of Sales.

· Review and update cost and pricing structures quarterly in coordination with sales and purchasing.

· Prepare and distribute order acknowledgments and assist in generating customer invoices.

Qualifications:

· High school diploma or equivalent; associate degree preferred.

· 2+ years of experience in customer service, front office, or administrative roles; manufacturing or industrial experience preferred.

· Proficient with Microsoft Office Suite (Word, Excel, Outlook); experience with ERP systems (e.g., Glovia) is a plus.

· Strong communication and interpersonal skills with a customer-focused approach.

· Excellent attention to detail and ability to manage multiple priorities.

· Professional appearance and demeanor.

Physical Requirements and Working Conditions:·

Benefits:

· 401(k) with Safe Harbor company match

· Medical

· Dental

· Vision

· Flexible Spending Account (FSA)

· Supplemental Plans

· Paid Time Off

· Paid Holidays

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

Schedule:

Work Location: In person