Manufacturing Office Administrator / Coordinator

TOPS Staffing, LLC; North Huntingdon Township (Westmoreland County); On-site; USD 2,066,000 - 3,444,000; Full time

Job summary

TOPS Staffing is seeking a Manufacturing Office Administrator / Coordinator in a professional manufacturing environment. The role supports orders, purchasing, production, shipping, invoicing, and daily office operations.

Ideal candidates have 2–5 years in manufacturing or professional offices, with strong communication and organizational skills, and experience with ERP/MRP systems. Day shift; 6-month contract with potential conversion.

Qualifications

• 2–5 years of administrative experience in a manufacturing or professional office.
• Excellent written and verbal communication.
• Professional and friendly customer service.
• Experience working with customers and vendors.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities with a sense of urgency.
• Experience with ERP/MRP systems is preferred.
• Proficiency with Microsoft Office.
• Comfort handling confidential information.

Responsibilities

• Enter customer purchase orders into the ERP/MRP system.
• Review vendor packing lists and process receipts.
• Issue parts to production and generate manufacturing work orders.
• Prepare shipping documents and coordinate carriers for orders.
• Prepare and issue customer invoices after shipments.
• Process purchase orders and shipments through ERP/MRP and other systems.
• Assist with accounts payable and accounts receivable.
• Track vendor and customer payments and maintain records.
• Answer and direct incoming phone calls professionally.
• Greet visitors and manage office mail and inquiries.
• Maintain customer, vendor, and general files.
• Review timecards for payroll submission.
• Order office supplies and manage service accounts.
• Coordinate meetings, travel, and agendas.
• Provide general administrative support to management.

Skills

Administrative experience

Communication skills

Customer service

Time management

Attention to detail

Discretion

Microsoft Office

Tools

Microsoft Excel

Word & Outlook

ERP/MRP system

Job description

Manufacturing Office Administrator / Coordinator

Location: N. Huntingdon, PA, US

Pay: Up to $25 per hour

Shift: Daylight

Contract: 6 month contract position with possibility of conversion

TOPS Staffing is hiring a Manufacturing Office Administrator / Operations Coordinator for a professional manufacturing environment. This is a hands‑on administrative position that plays an important role in keeping customer orders, purchasing, production, shipping, invoicing, and day‑to‑day office operations organized and moving forward.

The ideal candidate has 2–5 years of administrative experience in a manufacturing or professional office environment and is comfortable communicating with customers, vendors, production employees, and management.

What You'll Do

• Receive customer purchase orders and enter orders into the ERP/MRP system
• Review vendor packing lists, match them to purchase orders, and process receipts
• Issue parts to production and generate manufacturing work orders
• Prepare shipping documents and coordinate carriers for completed orders
• Prepare and issue customer invoices after shipments
• Process purchase orders and shipments through ERP/MRP and other business systems
• Assist with accounts payable, accounts receivable, and basic bookkeeping activities
• Track vendor and customer payments and maintain accurate recordsWork with Finance and HR to complete day‑to‑day business activities
• Answer and direct incoming phone calls professionally
• Manage incoming and outgoing mail and general email inquiries
• Greet visitors and direct them to the appropriate personnel
• Maintain customer, vendor, and general business files
• Review employee timecards and enter information for payroll processing
• Order office supplies and assist with utility and business service accounts
• Coordinate meetings, appointments, travel plans, agendas, and office resources
• Provide general administrative support to management and the organization

What We're Looking For

• 2–5 years of administrative experience, preferably in a manufacturing or professional office environment
• Strong communication skills, both written and verbal
• Professional and friendly customer service skills
• Experience working directly with customers and vendors
• Strong organizational and time‑management skills
• Ability to manage multiple priorities and work with a sense of urgency
• Strong attention to detail and accuracy
• Comfortable handling confidential and sensitive information
• Experience with Microsoft Office, including Word, Excel, and Outlook
• Basic understanding of accounting and bookkeeping practices
• Experience with accounts payable, accounts receivable, or basic financial reporting is a plus
• Previous experience with an ERP/MRP system is preferred, but the ability to learn new systems is important
• Positive, respectful attitude and the ability to work well with others
• Ability to prioritize work independently and adapt to changing needs

Why Consider This Opportunity?

• Competitive pay based on experience
• Daylight shift
• Stable professional manufacturing environment
• Variety in your day — customer service, production support, purchasing, shipping, invoicing, and general administration
• Opportunity to work closely with multiple departments and management
• Position where your organization and communication skills have a direct impact on the operation