Department Coordinator - Accounting and Engineering

Company Overview 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.

Position Overview 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. This 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.

Key Responsibilities Cross-Functional Coordination 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.

Accounting Support (Primary Focus Area)
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.

Engineering Support (Primary Focus Area)
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.

Data Management and Systems 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.

General Coordination and Administrative Support 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.

Additional Responsibilities Perform other duties as assigned to support departmental and organizational needs.

Benefits:

Employer sponsored benefits:

Employee group term life insurance and AD&DShort
-term and long-term disability

Company HSA contribution for HDHPEmployee assistance program

Financial wellness services

Travel assistance

Annual discretionary 401k bonus
10 paid holidays

Paid time off Annual PPE reimbursement program

Voluntary benefit offerings:

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
401k program with a company match

Qualifications

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.

Core Competencies Attention to detail and accuracy

Organization and time management

Communication and collaboration

Problem solving and initiative

Adaptability and flexibility

Customer service mindset
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