Office Coordinator - Grand Rapids

Posted Wednesday, July 15, 2026 at 4:00 AM

In 1989, Wikoff’s first continual improvement department was established, adopting a Total Quality Management approach. Over the years, the department has matured and expanded its vision to include not only oversight of the quality management system, but also training programs and employee safety while adopting other improvement methodologies such as lean and six sigma.

At Wikoff Color Corporation, we’re proud to be employee-owned
, which means every team member has a stake in our success. We believe in building a workplace where people feel valued, empowered, and invested in the future.

We are seeking a highly organized and detail-oriented Office Coordinator support our branch operations. This multifaceted role involves managing inventory, processing orders, coordinating with suppliers, and overseeing billing functions. The ideal candidate will be a proactive problem-solver with strong Excel skills, ERP system adaptability, and a collaborative mindset.

Key Responsibilities

• Administrative & Office Support:
  Provide daily administrative support to branch leadership, sales teams, and production staff.
• Administrative & Office Support:
  Answer incoming calls, direct inquiries, and assist walk-in customers with professionalism and courtesy.
• Administrative & Office Support:
  Coordinate and support branch-level activities including safety audits, inventory audits, and team meetings.
• Administrative & Office Support:
  Maintain organized records, documentation, and office supplies to ensure operational efficiency.
• Administrative & Office Support:
  Assist with scheduling, travel arrangements, and internal communications as needed.
• Procurement & Order Management:
  Forecast, order, and manage raw material inventory levels in collaboration with sales and leadership teams.
• Procurement & Order Management:
  Place and monitor purchase orders with partner suppliers to ensure timely delivery and inventory availability.
• Procurement & Order Management:
  Review, approve, and track supplier invoices to ensure accurate and timely payment processing.
• Procurement & Order Management:
  Maintain clear and consistent communication with vendors to resolve fulfillment issues and ensure order accuracy.
• Procurement & Order Management:
  Manage and update customer-specific delivery instructions and order handling preferences.
• Procurement & Order Management:
  Receive and enter customer orders into the ERP system, providing accurate lead time estimates and updates.
• Production Coordination & Documentation:
  Schedule production workflows to meet delivery timelines and achieve production targets.
• Production Coordination & Documentation:
  Coordinate outbound shipments and prepare all necessary documentation for logistics and compliance.
• Production Coordination & Documentation:
  Create, close, and maintain accurate production records within the ERP system.
• Production Coordination & Documentation:
  Gather job specifications from graphics, sales, and prepress teams to ensure production readiness.
• Production Coordination & Documentation:
  Verify that all job data and documentation are complete, accurate, and clearly communicated to production teams.
• Billing & Financial Support:
  Process invoices using online billing applications (e.g., APSA).
• Billing & Financial Support:
  Reconcile monthly billing, sales journals, and customer credits.
• Billing & Financial Support:
  Track and report on open billing to ensure timely processing.
• Billing & Financial Support:
  Distribute invoices and manage special distribution requirements.
• Billing & Financial Support:
  Handle credit card payments and outgoing mail.
• Billing & Financial Support:
  Provide invoice copies and billing support to internal and external stakeholders.
• Billing & Financial Support:
  Perform other duties as assigned by management.

• High school diploma or equivalent required; college coursework in accounting or business is a plus
• Minimum of 2 years of experience in administrative, billing, or accounting roles
• Advanced proficiency in Microsoft Excel, including pivot tables, formulas, data validation, and VLOOKUP
• Experience with ERP systems required; ability to quickly learn…