Office Operations Coordinator

About the job

The role

The Office Operations Coordinator keeps Melfast's office running so the rest of the team can focus on customers. You report to the CEO and support every function and person across the company.

The role has two parts: entering payables for our accounting team, and front-office and administrative support for the rest of the company.

As you master both, you'll find ways to streamline and automate the manual work, and the role grows with you.

Goals for first 90 days

• Learn our people, vendors, and accounting system
• Take over payables entry from our accounting team
• Own the phones, walk-ins, scheduling, travel, and office supplies
• Document how our high-priority tasks are done today

We'll review these goals together on day 90. If it isn't the right fit for either side, we'll say so then.

What you'll own in your first 12 months

• Payables: vendor bills entered accurately and on time with no backlog, so our accounting team can focus on receivables and payments
• Front office: calls and visitors handled without pulling sales or accounting away from their work
• Admin support: meetings, travel, and office supplies handled for the whole team
• Operations: the office runs on documented systems, and at least two manual processes are redesigned or automated

What we're looking for

We hire for capability first. Industry experience is a plus, not a requirement.

Must-haves:

• You've worked in office administration, accounts payable, or bookkeeping support
• You're accurate and careful with numbers and data entry
• You're organized and reliable, and you keep many small tasks from slipping
• You think in systems: when you see repetitive work, you look for a way to streamline or automate it, including with AI tools
• You're comfortable as the first point of contact, on the phone and in person
• You're tech-savvy and quick to research and learn new systems

Pluses:

• Experience with INxSQL ERP
• Experience in distribution and/or manufacturing

Location

Full-time, on site in Fairfield, NJ, five days a week.

Benefits

• Medical, dental, and vision
• 401(k) with a 100% match on contributions up to 3%