Office Coordinator

Now hiring for a Office Coordinator

Location: Tucson, AZ

Pay Rate: $24.00 – $27.00 per hour

Schedule: 8- 4:30 M-F

Keep Calm and Organize On

If color-coded spreadsheets and inbox zero make your heart happy, this Office Coordinator role is calling your name. You’ll juggle calls, meetings, and projects with calm confidence while keeping things running smoother than morning coffee

Looking for Office Coordinator jobs in Tucson where organization and communication keep everything running smoothly? This opportunity lets you support daily business operations, coordinate administrative tasks, and help teams stay productive in a professional office environment.

none If your skills and experience are a good match for this role please apply today. This opportunity is based on an Administrative Assistant career path and is being offered by Staffmark to qualified candidates.

• Job Responsibilities: Sales & Customer Service · Manage customer and dealer sales communications, including email correspondence and inquiries. · Enter and maintain Sales Orders in Sage 50. · Prepare customer invoices and respond to sales-related questions. · Follow customer orders from initial entry through completion. · Provide friendly, professional, and helpful customer service. · Cover incoming phone calls when the Front Office Assistant is on break or absent.
• Accounts Receivable · Receive and apply customer payments and prepayments in Sage 50. · Apply prepayments against customer invoices when appropriate. · Manage accounts receivable collections correspondence and payment follow-up. · Investigate and resolve payment discrepancies.
• Order Management, Shipping & Production Coordination · Maintain and update the Order Tracker, including adding and removing orders as needed. · Monitor order ETAs and communicate updates. · Coordinate production priorities and testing schedules with our manufacturing team. · Maintain the Ship List, including orders designated for Box and Hold. · Manage shipping priorities and authorize orders for shipment. · Ensure consistent order follow-through and communication between departments.
• Communication & Accountability · Respond promptly to inquiries and requests. · Communicate proactively regarding order updates, delays, discrepancies, and outstanding matters. · Maintain open, professional communication with management and coworkers.
• As the employee becomes proficient in the primary responsibilities, we would provide additional training in the following areas: · Vendor purchasing and purchase order management, with certain specialized vendors. · Maintaining and updating weekly purchase order reports. · Monitoring vendor orders and shipment ETAs. · Processing approved customer refunds, cancellations, product returns, and credit adjustments. · Completing bank deposit runs as needed.

Education Requirements

There are no educational requirements for this opportunity. Candidates with or without educational credentials are invited to apply.

Experience Requirements

• At least one year of administrative, office support, receptionist, or clerical experience preferred.
• Strong organizational skills with the ability to prioritize multiple responsibilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and common office software.
• Professional demeanor with strong attention to detail and customer service skills.
• · 5+ years of experience in sales administration, order management, or business operations.
• · Experience with accounts receivable, invoicing, and payment processing.
• · Strong computer skills, including Microsoft Outlook and Excel.
• · Experience with accounting software; Sage 50 experience would be a plus.
• · Excellent written and verbal communication skills.
• · Exceptional organizational skills, attention to detail, and time management.
• · Ability to prioritize multiple responsibilities and work independently.
• · Strong problem-solving skills, initiative, and accountability.

Preferred Qualifications

• Previous experience supporting multiple departments or executive staff is beneficial.
• Experience with scheduling, document preparation, recordkeeping, and office coordination is preferred.
• Familiarity with business software, office equipment, and data entry systems is considered an asset.
• Individuals who demonstrate initiative, adaptability, and professionalism are well positioned for success as a Office Coordinator.
• · Experience in a manufacturing or distribution environment is preferred.
• · Previous leadership or management experience would be an advantage.

Physical Capabilities

• Ability to remain seated or stand for extended periods while performing office tasks.
• Frequent use of computers, telephones, and other standard office equipment.
• Occasional lifting or moving of office supplies and materials up to 20 pounds.
• Ability to communicate effectively with coworkers, customers, and visitors.
• Must be able to lift up to 25lbs.
• Able to stand when required- this is a manufacturing environment.

Benefits

• Competitive Weekly Pay
• Comprehensive Benefits including medical, dental, and vision coverage.
• Life Insurance and Disability Insurance for added peace of mind.
• Optional 401(k) Plan to help you prepare for the future.
• Supportive Professional Environment focused on teamwork, growth, and success.

“I enjoy working on my assignment. If I have a problem, I can always count on the staff to help fix the issues I’m having or lead me in the right direction. They are very helpful and always there when needed.” – Staffmark, Administrative Assistant

What You Will Do

As a Office Coordinator you will provide administrative support by coordinating schedules, maintaining records, preparing documents, answering communications, organizing files, and assisting coworkers with daily operational needs. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a professional and customer-focused approach.

• Job Responsibilities: Sales & Customer Service · Manage customer and dealer sales communications, including email correspondence and inquiries. · Enter and maintain Sales Orders in Sage 50. · Prepare customer invoices and respond to sales-related questions. · Follow customer orders from initial entry through completion. · Provide friendly, professional, and helpful customer service. · Cover incoming phone calls when the Front Office Assistant is on break or absent.
• Accounts Receivable · Receive and apply customer payments and prepayments in Sage 50. · Apply prepayments against customer invoices when appropriate. · Manage accounts receivable collections correspondence and payment follow-up. · Investigate and resolve payment discrepancies.
• Order Management, Shipping & Production Coordination · Maintain and update the Order Tracker, including adding and removing orders as needed. · Monitor order ETAs and communicate updates. · Coordinate production priorities and testing schedules with our manufacturing team. · Maintain the Ship List, including orders designated for Box and Hold. · Manage shipping priorities and authorize orders for shipment. · Ensure consistent order follow-through and communication between departments.
• Communication & Accountability · Respond promptly to inquiries and requests. · Communicate proactively regarding order updates, delays, discrepancies, and outstanding matters. · Maintain open, professional communication with management and coworkers.
• As the employee becomes proficient in the primary responsibilities, we would provide additional training in the following areas: · Vendor purchasing and purchase order management, with certain specialized vendors. · Maintaining and updating weekly purchase order reports. · Monitoring vendor orders and shipment ETAs. · Processing approved customer refunds, cancellations, product returns, and credit adjustments. · Completing bank deposit runs as needed.

A Office Coordinator supports the administrative needs of a workplace by helping manage communication, documentation, scheduling, and organization. This role is important to maintaining efficient operations and a professional experience for coworkers, customers, and visitors.

The Office Coordinator role requires accuracy, dependability, and the ability to shift between priorities while keeping work organized. Candidates who communicate clearly, stay calm under pressure, and follow through on details are well suited for this position.

By supporting daily office functions and helping teams stay prepared, a strong Office Coordinator contributes to a workplace that runs more smoothly, communicates better, and stays focused on business goals.