Office Coordinator
Office Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
Prototek is a leading national provider of digital based manufacturing services including CNC machining precision sheet metal fabrication EDM and additive manufacturing services. Prototek serves a variety of customer end markets including aerospace defense medical robotics electronics consumer and general industrial. Prototek has manufacturing locations across the United States includingfacilities in New Hampshire Wisconsin California and Pennsylvania. Prototek is ISO 9001:2015 and AS9100D:2016 certified as well as ITAR more information visit.
Job Summary
The role of the Office Manager is to provide administrative support to ensure successful operations of the facility. This position will serve as a point of contact for clients vendors and other patrons employing exceptional customer service and professionalism. With a strong understanding of company office procedures this position will solve intermediate to complex level problems to ensure accuracies in company processes and records. Strong time management skills and resourcefulness will be crucial for success.
Essential Functions
- Answer and direct incoming calls using a multiline phone system
- Monitor office email; direct to appropriate employees and departments
- Greet and assist clients vendors and other patrons; maintain visitor log
- Maintain organized filing systems for a variety of records
- Collect and distribute incoming mail; prepare documents for mailing
- Request new customer information and enter in QuickBooks
- Manage customer sales tax certificates; update QuickBooks as required and submit for AVATAX entry
- Collect and process client credit card information; manage merchant account
- Gather credit reference data for customer credit application approval; update QuickBooks with terms data
- Monitor collections of accounts receivables; communicate past due accounts with customers and generate reports for RFQ and corporate office
- Match vendor invoices with packing slips code with correct general ledger account and submit to corporate office
- Reconcile UPS invoices enter in QuickBooks and submit to corporate office
- Receive ProtoCAM Stripe (IPCC) payments in QuickBooks
- Update IMAT orders in Streamics
- Complete customer/vendor/supplier documents as requested
- Assist with annual inventory for all MWP business locations
- Create SOP for processing essential functions of position; maintain SOP organization
- Create and maintain active email list for company; update accordingly with employee hires and exits
- Maintain employee list of information that is updated with active employees
- Train necessary personnel for out of office coverage
- Assist human resources with employee engagement as requested
- Create organize and maintain company (site) calendar and manage appointment scheduling as requested.
- Maintain a safe clean and organized work environment
- Other duties as assigned
- Proficient customer service skills
- Proficient knowledge of office equipment and its functions
- Proficient knowledge of Microsoft Office for word processing and data entry
- Proficient data management skills
- Proficient knowledge of QuickBooks or related accounting software
- Basic knowledge of business and accounting principles
- Demonstrate motivation and accountability to achieve individual and department goals
- Demonstrate effective written and verbal communication skills to tactfully collaborate with team members
- Organize prioritize and manage multiple medium to high complexity projects in a crossfunctional environment
- Demonstrate initiative and personal accountability to meet work demands; work effectively under pressure with limited supervision
- Grasp intermediate to complex concepts anticipate possible problems and generate solutions with proficient problemsolving skills
- Strong attention to detail and commitment to accuracy of work
- High School Diploma or equivalent
- 2 years professional office experience required
- Ability to sit for extended periods of time
- Ability to use hands and fingers to operate computer and office equipment and handle documents
- Ability to bend stoop kneel and crouch occasionally throughout workday
- Ability to carry or lift up to 10 lbs occasionally throughout workday
- Ability to focus vision for close vision depth perception and adjusting to sharp focus
- 1st shift work schedule Monday Friday
- Remote work not available
- No travel required
- Career advancement opportunities
- Flexible Schedule
- Competitive pay scale
- Paid time off (PTO) starting at 80 hours with annual increase for each year of service
- 9 paid Holidays annually
- Education reimbursement program
- Health dental vision life and shortterm disability insurance
- Company paid life and longterm disability insurance
- Employee Assistance Program (EAP)
- 401(k) match: 100 of 3 and 50 for 4 and 5
Prototek maintains International Traffic in Arms Regulations (ITAR) compliant operations in United States based facilities. This position is subject to ITAR which requires U.S. Person status. ITAR defines U.S. Person as U.S. Citizens lawful permanent residents or foreign nationals granted refugee or asylee status.
Apply TODAY! We look forward to meeting you!
We are an Equal Opportunity Employer making decisions without regard to race color religion sex national origin sexual orientation gender gender identity veteran status disability or any other protected class.
EEO is The Law click here for more information: endeavor to make this site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process please contactor email us: . You may also write to us and we will be happy to assist you with the application: Prototek 205 Pine St. Hopkinton NH 03229
Required Experience:
Junior IC
Employment Type
Full-Time
