Contract Services Coordinator

Gleason Corporation; Loves Park (IL); On-site; USD 50,000 - 65,000; Full time

Job summary

Gleason Corporation in Loves Park, IL is seeking a Contract Services Coordinator to support order processing, customer service, and departmental coordination within our manufacturing environment.

You will verify orders in SAP, prepare quotations, manage invoices and documentation, and collaborate with production schedulers and shipping to ensure timely delivery and accuracy. Strong MS Office and SAP skills are required. Some exposure to DocuWare is a plus.

Qualifications

• High school diploma or GED required.
• 2–7 years of office experience in manufacturing or production.
• Proficiency with Microsoft Office; SAP, DocuWare, and related systems.

Responsibilities

• Prepare and issue quotations for contract services.
• Process and confirm customer orders.
• Verify customer information, shipping methods, and pricing in SAP.
• Process credits and adjustments when required.
• Respond to customer inquiries, requests, and complaints professionally.

Skills

Customer service

Communication

Organizational skills

Problem solving

Teamwork

Safety awareness

Education

High School Diploma or GED

Tools

SAP

DocuWare

Outlook

Word

Excel

PowerPoint

MS Office

Job description

POSITION SUMMARY

The Contract Services Coordinator is responsible for supporting department operations, procedures, and resources to help ensure efficiency and operational effectiveness. This role supports the objectives established by the Contract Services Supervisor and assists with daily coordination of customer service, order processing, and internal communication. The position plays an important role in customer service, order processing, administrative support, and departmental coordination while ensuring adherence to company policies, quality standards, and operational deadlines.

ESSENTIAL FUNCTIONS

Customer and Order Management

• Prepare and issue quotations for contract services.
• Process and confirm customer orders.
• Verify customer information, shipping methods, and pricing within SAP.
• Process credits and adjustments when required.
• Respond to customer inquiries, requests, and complaints in a professional and timely manner.
• Maintain accurate and up-to-date customer records and databases.
• Follow up on deliveries and coordinate order expedites with production scheduler.
• Retrieve design prints and documentation when required.

Administrative and Documentation Support

• Filing of invoices and sales correspondence within DocuWare.
• Prepare and distribute departmental correspondence and documentation.
• Compile data and prepare special reports and presentations as needed.
• Develop and distribute materials outlining procedures, policies, and standards.

Operational Support

• Coordinate activities with supervisors, production schedulers, and team leads in other departments as required.
• Occasionally access the shop floor to support operational coordination, which may involve exposure to manufacturing equipment and processes.
• Collaborate closely with Order Entry, Sharpening, Coating, Heat Treat, and Shipping departments to ensure smooth operational flow.

POSITION QUALIFICATIONS

• Accountability - Ability to accept responsibility and account for his/her actions.
• Adaptability - Ability to adapt to change in the workplace.
• Communication, Verbal & Written - Ability to communicate effectively with others using the spoken word and written methods.
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Enthusiastic - Ability to bring energy to the performance of a task.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Organizational Skills - Ability to organize work, manage priorities, and complete assigned tasks effectively.
• Initiative - Ability to take appropriate action within assigned responsibilities and follow through on tasks.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Teamwork - Ability to work cooperatively with others to support department goals.

SKILLS & ABILITIES

Education

High School Diploma or General Education Degree (GED) required.

Experience

Two to seven years of related experience in an office environment within manufacturing or production operations preferred.

Computer Skills

Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint required. Able to navigate company SAP program for sales order processing, Docuware, Environmental and CIT systems.

Other Requirements

Understands and comply with Gleason Business Philosophy including Lean Principles of 6S, Quality, Visual Management, Elimination of Wastes, Pursuit of Perfection, and International Quality Standards ISO 9001 &14001.