Department Coordinator - Accounting and Engineering

Job Location:

East Moline, IL 61244

Salary Range: $20.00 - $24.00 Hourly

Electro Freeze/H.C. Duke LLC, a Welbilt Company, located in East Moline, Illinois, is a leader in the design and innovation of frozen treat equipment. Our product line includes solutions for soft serve, yogurt, shake, frozen beverages, hard pack/gelato batch freezers, and flavor systems.

The Department Coordinator (Accounting and Engineering) provides cross‑functional administrative and operational support to both the Accounting and Engineering teams. This role ensures accuracy and efficiency in data entry, accounts payable processing, and engineering change notice (ECN) coordination while supporting broader departmental workflows and maintaining critical records. The position reports to the Director of Finance with a dotted line to the Director of Engineering and serves as a shared resource and central point of coordination, helping ensure alignment, data integrity, and timely execution of departmental processes.

• Provide day‑to‑day administrative and coordination support to Accounting and Engineering teams.
• Serve as a point of contact for internal inquiries for departments assigned.
• Coordinate and track departmental tasks, requests, and workflows to ensure timely completion.
• Accurately process accounts payable invoices, ensuring proper documentation, coding, and system entry.
• Perform high‑volume, detail‑oriented data entry related to financial and operational records.
• Communicate with vendors or internal stakeholders to resolve missing or unclear invoice information.
• Maintain organized digital records to support audit readiness and reporting needs.
• Manage and coordinate the Engineering Change Notice (ECN) process, including tracking, documentation, and follow‑up.
• Ensure ECNs are properly routed, approved, and recorded in accordance with internal procedures.
• Maintain accurate engineering records and assist with document control processes.
• Support engineering team with administrative tasks, reporting, and data updates.
• Maintain accurate and up‑to‑date records in ERP systems (SAP), ensuring data integrity and accessibility.
• Generate and support reports using Excel and other tools, assisting with data analysis and tracking.
• Audit data entries periodically to ensure completeness and accuracy.
• Assist with preparation of reports, presentations, and internal communications.
• Support scheduling, meeting coordination, and documentation for both departments.
• Maintain organized filing systems (electronic and/or physical) for departmental records.
• Identify process improvement opportunities and support implementation of efficiency enhancements.
• Perform general administrative and operational tasks to support departmental needs and priorities.
• Perform other duties as assigned to support departmental and organizational needs.

• Employee group term life insurance and AD&D
• Short‑term and long‑term disability
• Company HSA contribution for HDHP
• Employee assistance program
• Financial wellness services
• Travel assistance
• Annual discretionary 401(k) bonus
• 10 paid holidays
• Paid time off
• Annual PPE reimbursement program
• Medical insurance (PPO and HDHP with HSA)
• Prescription benefits
• Dental insurance
• Vision benefits
• Medical and dependent care flexible spending accounts
• Additional voluntary life insurance and AD&D, including dependent coverage
• Supplemental plans (Critical illness, accident insurance, hospital indemnity)
• Group legal coverage and identity theft protection
• 401(k) program with a company match

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 2+ years of experience in administrative support, data entry, accounting support, or coordination roles.
• Experience with accounts payable processes preferred.
• Proficiency in Microsoft Office Suite, with strong Excel skills.
• Experience with SAP or similar ERP systems preferred.
• Strong attention to detail and high level of accuracy.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong communication and interpersonal skills with a collaborative approach.
• Ability to work across departments and adapt to changing priorities.

• Attention to detail and accuracy
• Organization and time management
• Communication and collaboration
• Problem solving and initiative
• Adaptability and flexibility
• Customer service mindset