Business Office Coordinator

JOB TITLE: Business Office Coordinator

REPORTS TO: Fabrication Division Manager

STATUS: Non-Exempt, Hourly

SALARY RANGE: $25.00 – $30.00

LOCATION: Ludington, MI (on-site), occasional travel to other business locations

BENEFITS: Medical, dental and vision insurance, 401(k) with employer match, life and AD&D insurance, optional HSA/FSA, childcare FSA, Employee Assistance Program, short & long term disability, tuition reimbursement, 21.67 days of Paid Time Off + 10 holidays.

Tidal Vision:

We believe that sustainability should not require customers to compromise on price, convenience, or performance. Our mission is to create positive and systemic environmental impact by making our biopolymer solutions cost competitive, more convenient, and better performing than the synthetic chemicals we displace. We value innovation and take pride in challenging the status-quo; we choose to view obstacles as opportunities. We value new ideas and encourage the team to apply creativity and invent new solutions to meet challenging demands. We value open, direct communication and foster a collaborative working environment through our unique approach to work culture. We value our employees and demonstrate that through our compensation and benefits programs and opportunities for growth and development. 

Job Summary:

The Business Office Coordinator will play a vital role in ensuring smooth operational and administrative functions within our production/manufacturing environment. This hands-on position requires a proactive and independent individual who excels at managing project documentation, coordinating tasks, and supporting procurement and financial processes. The role involves significant interaction with internal teams and external vendors, making strong organizational and communication skills essential, and a willingness and ability to learn about the technical aspects of the business, sense of urgency for our customers, and a driving desire to get things done. 

Essential Job Functions:

• Operate and work within our Mission Driven Culture Core Values and Principles.
• Maintain and update project plans, schedules, and timelines, assist in task coordination and assignment among team members, track key project milestones and deliverables.
• Manage project documentation and organize files, assist in report generation and ensure proper documentation storage.
• Coordinate with vendors for timely acquisition of materials and services, create, issue, and track purchase orders, ensuring compliance with policies, monitor and report on project-related budgets.
• Prepare and process project-related invoices, maintain records of expenses and provide financial updates.
• Serve as a central point of contact for project inquiries and updates, support client communication and organize project-related meetings.
• Book travel and accommodation for team members, clients, or vendors, manage detailed travel itineraries.
• Help coordinate project schedules and support risk management efforts.
• Perform general office duties and support administrative needs,  assist with drafting and reviewing contracts and agreements.

Other Job Functions:

• Attends and assists in the coordination of staff meetings, in-services, training, conferences, or other company events as requested.
• Performs other duties as assigned by the supervisor.
• May provide a backup function to other positions.

Qualifications:

Education and Experience:

• Combination of education and experience that qualifies the candidate for the position.
• Relevant experience in administrative coordination or office management in a production or manufacturing setting. Familiarity with environmental regulations is a plus.
• Experience working with various software including G Suite and Quickbooks online, Amazon Fulfillment, Logistics, supply chain, inventory management is preferred.
• Basic office procedures and use of office equipment.

Skill and ability to:

• Excellent verbal and written communication skills, ability to establish and maintain constructive relationships with customers, vendors, visitors and employees.
• Pleasant, friendly telephone skills.
• Strong organizational skills and attention to details.
• Maintain high standards despite various deadlines and pressures.
• Ability to provide timely and dependable attendance.
• Ability to work independently and in a team setting.
• Strong problem solving and conflict resolution skills.
• Willingness and ability to grow, learn and adapt to a changing environment.

License:

• Valid State driver’s license and proof of insurance at time of hire in order to operate vehicles to run errands.

Special Requirements:

Incumbent is subject to a background check and appropriate security clearances.

Working Conditions & Physical Requirements:

Most of work is performed in an office setting but will require occasional travel outside the office to run errands.  May require walking through, or working around moving equipment, and a manufacturing environment with required PPE and safety protocols. Offices are located upstairs in a building that does not have an elevator. Position requires hand manipulative skills for word processing and writing.  Must be able to hear verbal conversations over the phone and in-person with background noise.  Must be able to consistently identify objects and persons at a distance and read fine print on various forms.

Tidal Vision provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.  Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.