Front Office/Galvanizing Coordinator

Job Overview:

The Front Office/Galvanizing Coordinator organizes a wide variety of operational activities for many departments and locations, following directives of Gheen Leadership in a support role. The Galvanizing Coordinator handles invoice management—receiving, processing, and monitoring orders—while also addressing customer inquiries and resolving issues related to galvanizing services. Strong organizational and communication skills are essential for this role. The person in this role must be customer service focused and have the ability to stop mid-task to assist walk-ins and clients. Other responsibilities might include handling details related to conducting research, fielding calls, and managing correspondence as well as assisting with the marketing needs of the company, posting on Gheen's social media and creating posters for internal company events. The Front Office/Galvanizing Coordinator must be able to work as a member of a close-knit team.

Schedule will mostly be day-shift from 7:45-4:30 with a 45 minute lunch; travel between sites and/or work outside this shift may be requested. The ideal candidate will have proven experience in a customer facing position with accounting background or the equivalent, and a great attention to detail.

Key Functions:

Administration/Communications Support

- Provide excellent and timely customer service to external and internal customers.

- Answer a multi-line phone system. Transfer calls as appropriate.

- Take clear phone messages to include date, time, caller’s name & telephone number and what the call is about.

- Assist Marketing team with campaigns and materials which includes organizing web team meetings, posting and engaging in the company's social media, and designing company-wide posters for various events and closures.

- Provides office support by following proper opening/closing procedures, answering phones and emails in a timely manner, providing back-up support to coworkers, and serving all stakeholders with professionalism.

- Prepares, maintains, and distributes company internal and external communications.

- Enters data and maintains databases and spreadsheets according to company standards.

- Assists with other departments and heads most marketing projects.

Accounting/Record Maintenance

- Creates, manages, and submits data reports by assembling, preparing, and analyzing data.

- Assists accounting department with invoicing, researching Purchase Orders, job entry, job completion, and other accounting needs.

- Coordinates with Controller to resolve bottlenecks in accounting department.

Galvanizing Support

- Ask proper questions of customers about potential parts such as size, weight, proper hole placement, quantity, and cleanliness.

- Communicate with Coatings supervisor and Plant Supervisor by facilitating daily updates such as crane reports, kettle times, weight limits, customer issues and status of work orders.

- Support customers in understanding galvanizing processes such as paperwork, tags, and location of galvanizing tanks.

- Correctly and efficiently enter all data into the current system E-10 and file according to proper procedures.

- Promptly answer all incoming calls from Galvanizing department to discuss weight and other critical information needed to provide excellent customer service.

- Contact the customer by phone or email to inform them that their order is complete and ready for pickup, including total cost of order and available payment options.

- Throughout galvanizing process make sure all paperwork is organized according to company guidelines.

- Create and maintain excel spreadsheets for tracking of all galvanizing orders.

- Connect with other stakeholders in a timely fashion to assist in the completion of galvanizing invoices.

- Work with accounting team regarding credit applications and keep them informed on customers with credit holds.

- Lead, conduct, and facilitate successful communication in specific galvanizing team meetings.

- Create and maintain running agenda for specific galvanizing team mtg.This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Skills & Qualifications

- 2 years of related Accounting or Office Management experience (preferred).

- Knowledge of Microsoft Office Suite and Epicor or other production management software.

- Must be detail-oriented, able to multi-task, and be able to work with minor supervision.

- Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner.

- Must be able to communicate clearly, both written and orally, as to communicate with customers, employees, members of the Administrative team, and in group presentations and meetings.

- Must be able to effectively research, read, retain and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.

- Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.

Pay: $20.00 - $23.00 per hour

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Employee assistance program

- Flexible spending account

- Health insurance

- Health savings account

- Life insurance

- Paid time off

- Retirement plan

- Vision insurance

Work Location: In person