Front Office Coordinator

Machine Sciences; Tualatin (OR); On-site; USD 42,000 - 55,000; Full time

Benefits offered by this job

401(k) with company match

Paid holidays

Vacation and sick leave

Overtime opportunities

Job summary

Machine Sciences is seeking an organized Office Coordinator to support daily administrative operations at our manufacturing facility in Oregon. You will be the first point of contact for visitors, customers, vendors, and employees, ensuring a welcoming, efficient front office.

The ideal candidate will manage multiple priorities, assist with internal communications, data entry, reports, and cross-functional projects while upholding our commitment to quality and continuous improvement.

Qualifications

• Associate’s or Bachelor’s degree preferred; Business Administration or related field is a plus.
• Minimum of two years of experience in office administration, coordination, customer service, or administrative support.
• Manufacturing, machining, industrial, or production environment experience is preferred.
• Strong organizational, communication, and time-management skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with ERP, CRM, or scheduling systems is preferred.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Professional demeanor with excellent interpersonal and customer service skills.
• Self-motivated, dependable, and able to work independently in a fast-paced environment.

Responsibilities

• Welcome and assist visitors, customers, vendors, and delivery personnel in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls; respond to general inquiries and emails.
• Manage incoming and outgoing mail, packages, and shipments.
• Maintain a clean, organized, and professional reception and front office area.
• Order, track, and replenish office, breakroom, and facility supplies.
• Coordinate conference room scheduling, meetings, and company events.
• Maintain company records, forms, and administrative documentation in accordance with procedures.
• Perform data entry, filing, document control, and recordkeeping with high accuracy.
• Coordinate vendor communications, service appointments, and facility-related needs.
• Assist with preparing reports, presentations, spreadsheets, and meeting materials.
• Support internal communications and company-wide announcements.
• Provide administrative support for special projects and cross-functional initiatives.
• Perform additional duties as assigned.

Skills

Organizational skills

Communication skills

Time management

Independent work

Education

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office Suite

ERP systems

CRM systems

Scheduling systems

Job description

Machine Sciences partners with some of the world’s most innovative companies to manufacture precision-machined components that power cutting-edge technologies. We are committed to delivering exceptional quality, rapid development, and unmatched customer service. Our team takes pride in solving complex manufacturing challenges and producing critical parts that help shape the future.

As we continue to grow, we are looking for talented, motivated individuals who thrive in a fast-paced environment and are committed to excellence, teamwork, and continuous improvement.

OVERVIEW

Machine Sciences is seeking a highly organized, professional, and detail-oriented Office Coordinator to support the daily administrative operations of our growing manufacturing facility. This role serves as the first point of contact for visitors, customers, vendors, and employees while ensuring the front office remains organized, efficient, and welcoming.

The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a dynamic environment. This position plays an important role in supporting internal communication, administrative processes, and the overall success of the organization.

ESSENTIAL DUTIES & RESPONSIBILITIES

Office Administration & Administrative Support

• Welcome and assist visitors, customers, vendors, and delivery personnel in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls; respond to general inquiries and emails.
• Manage incoming and outgoing mail, packages, and shipments.
• Maintain a clean, organized, and professional reception and front office area.
• Order, track, and replenish office, breakroom, and facility supplies.
• Coordinate conference room scheduling, meetings, and company events.
• Maintain company records, forms, and administrative documentation in accordance with established procedures.
• Perform data entry, filing, document control, and recordkeeping activities with a high level of accuracy.
• Coordinate vendor communications, service appointments, and facility-related administrative needs.
• Assist with preparing reports, presentations, spreadsheets, and meeting materials.
• Support internal communications and company-wide announcements.
• Provide administrative support for special projects and cross-functional initiatives.
• Perform additional duties and responsibilities as assigned.

QUALIFICATIONS

• Associate’s or Bachelor’s degree preferred; Business Administration or a related field is a plus.
• Minimum of two years of experience in office administration, office coordination, customer service, or administrative support.
• Manufacturing, machining, industrial, or production environment experience is preferred.
• Strong organizational, communication, and time-management skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with ERP, CRM, or scheduling systems is preferred.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Professional demeanor with excellent interpersonal and customer service skills.
• Self-motivated, dependable, and capable of working independently in a fast-paced environment.

WHAT WE OFFER

Machine Sciences is committed to creating an environment where employees can learn, grow, and succeed. We invest in advanced technology, industry-leading equipment, and the development of our people. As a member of our team, you can expect:

• Competitive compensation
• Comprehensive medical, dental, and vision insurance
• 401(k) with company match
• Paid holidays, vacation, and sick leave
• Overtime opportunities
• Career growth and development opportunities
• Employee events and activities sponsored by our Culture Team, including golf tournaments, bowling outings, monthly lunches, and more

CORE VALUES

At Machine Sciences, our Core Values guide how we work, collaborate, and serve our customers. You'll thrive here if you are:

• Humble – We remain open to learning and put the team first.
• Collaborative – We work together to solve problems and achieve results.
• Hungry – We take initiative, embrace challenges, and continuously improve.
• Smart – We communicate effectively, think critically, and act with integrity.