Office Coordinator

Talentify; O'Fallon (IL); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability Insurance

Health Savings Account (HSA)

Time Off / PTO

Job summary

Aston Carter is seeking an Office Coordinator to support a busy manufacturing facility with SAP order entry, invoicing, and basic accounting tasks. The role emphasizes preparation for SAP go-lives, accurate data entry, and smooth shipment processing.

This is an in-office position working with the operations and transportation teams. The ideal candidate will have hands-on SAP experience, solid Excel skills, and the ability to coordinate with multiple internal and external stakeholders in a

Qualifications

• Recent hands-on experience with SAP in a manufacturing setting.
• At least a few years of administrative experience in a facility environment.
• Proficiency with Microsoft Excel for data entry and basic reporting.
• Strong communication skills via Microsoft Outlook.
• High attention to accuracy in order entry, invoicing and documentation.
• Solid organizational abilities to manage multiple tasks.
• Ability to work independently and as part of a team in a fast-paced setting.

Responsibilities

• Enter customer orders accurately into SAP and keep information up to date.
• Support transportation coordination by assisting with route settlements and shipping docs.
• Prepare and process customer invoices promptly and accurately.
• Assist with basic accounts payable and accounts receivable activities as needed.
• Use Excel for data entry, tracking, and reporting tasks.
• Communicate effectively via Outlook with internal teams, customers, and partners.
• Provide general administrative support to the General Manager to keep the facility running smoothly.
• Maintain organized records and files related to orders, shipments, invoices, and other docs.
• Collaborate with colleagues in office and manufacturing to support three primary customer accounts.
• Assist with other basic office duties as needed to support operations.

Skills

Attention to detail

Organizational skills

Teamwork

Communication

Tools

SAP

Excel

Outlook

Job description

Job Title: Office Coordinator

Job Description

The Office Coordinator supports a busy manufacturing facility by managing daily administrative operations, with a strong focus on SAP order entry, transportation coordination, invoicing, and basic accounting support. This role plays a key part in preparing for upcoming SAP go-live dates by ensuring accurate data entry, smooth shipment processing, and efficient office workflows.

Responsibilities

• Enter customer orders accurately into SAP and ensure all information is complete and up to date.
• Support transportation coordination by assisting with route settlement and documentation for outgoing shipments.
• Prepare and process customer invoices in a timely and accurate manner.
• Assist with basic accounts payable and accounts receivable activities as needed.
• Use Microsoft Excel to perform basic data entry, tracking, and reporting tasks.
• Communicate effectively through Outlook to coordinate with internal teams, customers, and transportation partners.
• Provide general administrative support to the General Manager to help the facility run smoothly.
• Maintain organized records and files related to orders, shipments, invoices, and other office documentation.
• Collaborate with colleagues in the office and manufacturing environment to support three primary customer accounts.
• Assist with other basic office duties as needed to support the overall operation.

Essential Skills

• Recent, hands‑on experience working with SAP.
• At least a few years of administrative experience, ideally within a manufacturing environment.
• Proficiency as a basic Microsoft Excel user, including data entry and simple spreadsheets.
• Ability to communicate clearly and professionally via Microsoft Outlook.
• Strong attention to detail and accuracy in order entry, invoicing, and documentation.
• Organizational skills to manage multiple tasks and support daily office operations.
• Ability to work independently and as part of a team in a fast‑paced environment.

Additional Skills & Qualifications

• Basic accounting knowledge, particularly related to accounts payable and accounts receivable, is helpful.
• Experience supporting transportation or logistics coordination is an advantage.
• Prior experience in a cubicle‑based office environment within a manufacturing facility is beneficial.
• Comfort working with multiple internal and external stakeholders, including major customer accounts.

Work Environment

This role is 100% in‑office at a manufacturing facility that services three primary customer accounts. The work schedule is Monday through Friday, with a flexible start time between 7:00 a.m. and 8:00 a.m. and an end time between 3:00 p.m. and 4:00 p.m., for a 40‑hour work week. The office setting is quieter and laid back, with a cubicle‑based layout. You will work closely with operations and transportation teams while using SAP and Microsoft Office tools throughout the day.

Job Type & Location

This is a Contract to Hire position based out of O'Fallon, IL.

Pay and Benefits

The pay range for this position is $25.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre‑tax and Roth post‑tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long‑term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in O'Fallon,IL.

Application Deadline

This position is anticipated to close on Oct 20, 2026.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.