Office & Operations Coordinator

• Manage Accounts Receivable, including invoicing, payment tracking, and follow-up
• Manage Accounts Payable, including processing vendor invoices and coordinating payments
• Maintain accurate customer, vendor, and financial records
• Support basic reporting related to receivables, payables, and cash flow
• Coordinate with the President and external accountant or bookkeeper
• Assist with purchasing, vendor coordination, and office administration
• Keep office systems and files organized and current

• Process and review customer orders for accuracy and completeness
• Coordinate shipments with production staff, carriers, and customers
• Track orders from production through delivery and follow up as required
• Maintain job files, order documentation, and production records
• Assist with inventory tracking and production scheduling
• Work closely with the shop floor to adapt to shifting priorities
• Ensure shipments are accurate and completed on time

• Act as a primary point of contact for customers by phone and email
• Respond to customer inquiries regarding orders, timelines, and product details
• Maintain relationships with long-term customers
• Assist with light outbound outreach to prospective customers as needed
• Coordinate product samples, spec sheets, and pricing information
• Maintain organized customer contact lists and CRM records
• Support basic sales tracking and reporting

• Assist with customer email communications and updates
• Keep LinkedIn and Instagram content current
• Support basic website updates and content changes
• Provide hands-on administrative support to the President
• Support ad hoc projects across the business
• Pitch in wherever needed to keep operations running smoothly

• A minimum of 5 consecutive years in the same role with the same employer
• 5 to 8 years of experience in operations, administration, inside sales, or customer support
• A clear history of long-term employment and career stability
• Background in manufacturing, construction, distribution, logistics, or another hands-on environment is a plus
• Direct, hands-on experience with Accounts Receivable and Accounts Payable
• Comfort working closely with production teams and shipment schedules
• Strong written and verbal communication skills
• Proficiency with Microsoft Office or Google Workspace
• Ability to create clear, professional customer communications
• Experience with CRM systems, email marketing tools, or social media is an asset but not required
• A practical, problem-solving mindset with minimal hand-holding
• Willingness to jump in and help as part of a small, hardworking team

• Salary range of $70,000 to $85,000, depending on experience
• Four-day work week, Monday to Thursday
• Two weeks of vacation and an additional holiday shutdown during the second half of December
• Medical coverage of approximately $1,500 to $2,000 per year
• Stable role in a long-standing, privately owned manufacturing business
• Direct access to leadership and meaningful influence on the business

The Headhunters Recruitment