Location: Menomonee Falls, WI
Job Type: Full-Time
Shift: First Shift (Monday-Friday)
Pay: $18.00-$23.00 per hour, based on experience
Position Summary
We are seeking a professional, organized, and customer-focused Front Office Coordinator to support daily office operations and the Production department. This position serves as the first point of contact for clients, vendors, visitors, and employees while providing administrative, project coordination, purchasing, and logistics support.
The ideal candidate will possess exceptional customer service skills, strong attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced construction and engineering environment.
Essential Duties and Responsibilities
Front Office & Administrative Support
- Answer and route incoming calls through a multi-line phone system.
- Distribute voicemail messages received after business hours.
- Greet clients, vendors, and visitors, creating a positive and professional first impression.
- Receive, sort, and distribute incoming mail and correspondence.
- Coordinate employee travel arrangements and maintain the travel calendar.
- Prepare and ship outgoing mail and packages utilizing FedEx, UPS, USPS, and other carriers.
- Complete special projects and assignments for staff and management as requested.
Production Department Support
- Coordinate projects released to the Production department.
- Organize and distribute approved fabrication drawings to Production and Quality Assurance departments according to project schedules.
- Ensure all revisions, changes, and updated project information are distributed promptly and accurately.
- Remove obsolete drawings and documentation from production areas and ensure proper disposal.
- Gather, maintain, and distribute project documents while ensuring complete and accurate documentation within Microsoft Dynamics 365 (D365).
- Maintain the integrity and accuracy of all production records, paperwork, and files.
- Scan receiving paperwork into purchase order document handling within D365.
- Scan approved load plans into project folders and maintain electronic project documentation.
- Update documents and correspondence within D365 as directed.
Purchasing & Logistics Support
- Assist with purchasing hardware and accessories for released projects.
- Support purchasing-related projects and assignments as needed.
- Work closely with logistics and production leadership to coordinate receiving schedules and maintain supplier calendars.
- Process and assign Certificates of Insurance (COIs) for imports.
- Support warehouse and production shipping documentation processes.
Office Operations
- Purchase and maintain office supplies.
- Manage organization and cleanliness of office supply and copy room areas.
- Maintain conference room readiness, including stocking beverages, organizing seating, and ensuring the room is prepared for meetings.
- Manage and order supplies for shipping, office equipment, coffee service, and other office needs.
- Ensure supplies are properly organized and stocked.
Additional Responsibilities
- Assist with other duties and projects as assigned.
- Support cross-functional teams to ensure efficient office and production operations.
- Adapt to changing priorities and business needs while maintaining a high level of accuracy and professionalism.
Qualifications
Required
- High School Diploma or equivalent.
- Minimum of 2 years of progressively responsible administrative experience in a construction, engineering, manufacturing, or related office environment.
- Demonstrated proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
- Strong customer service skills and professional demeanor.
- Excellent verbal and written communication skills.
- Strong organizational, multitasking, and time-management abilities.
- High attention to detail and commitment to accuracy.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to manage multiple competing priorities in a fast-paced environment.
- Results-oriented with a strong work ethic and high level of initiative.
- Self-motivated and able to work independently or as part of a team.
- Ability to quickly learn new processes, business systems, and software applications.
Preferred
- Experience with Microsoft Dynamics 365 (D365) or similar ERP systems.
- Experience supporting production, logistics, purchasing, or project management functions.
- Familiarity with construction, engineering, or manufacturing documentation processes.
What We Offer
- Competitive pay of $18.00-$23.00 per hour
- First-shift schedule
- Professional and collaborative work environment
- Opportunities for growth and development
- Stable, full-time employment
If you are a detail-oriented professional who enjoys customer interaction, administrative coordination, and supporting operational excellence, we encourage you to apply.
Equal Opportunity Employer.