Office Coordinator

Zund America, Inc.; Oak Creek (WI); On-site; USD 21,000 - 30,000; Part time

Job summary

Zund America Inc. in Oak Creek, Wisconsin, is seeking a part-time Office Coordinator to be the first point of contact and uphold a professional front desk presence. This role handles visitor management, data entry into CRM, and supports daily operations with a focus on customer service.

You will coordinate trainings, arrange catering, manage mail, and assist across departments, with a schedule around 28 hours weekly. Proficiency in Microsoft Office is required; Salesforce experience is a plus.

Qualifications

• Minimum of one year as a receptionist, administrative support, or related field.
• Strong time management and multitasking abilities.
• Professional demeanor and appearance; gatekeeper to executives as needed.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office; Salesforce or similar CRM is a plus.

Responsibilities

• Answering phone, forwarding calls, and taking messages.
• Entering customer data into CRM to create cases for timely follow‑up.
• Welcoming visitors and issuing visitor badges.
• Set up digital welcome greetings on lobby TVs for events.
• Coordinate logistics for customer trainings and demos.
• Arrange catering and refreshments for trainings, demos, and events.
• Organize lunches for various meetings and visits.
• Administer facility supplies and vendor relationships.
• Prepare and submit expense reports accurately and promptly.
• Coordinate incoming test cuts and update status as materials arrive.
• Reach out to sales reps for updates on older test cuts.
• Maintain breakrooms, including cleaning, restocking, and coffee equipment.
• Process daily mail distribution and collection.

Skills

Time management

Organization

Multitasking

Gatekeeping

Attention to detail

Interpersonal communication

Microsoft Office

Tools

CRM (Salesforce or similar)

Job description

Zund America Inc., located in Oak Creek, Wisconsin is the US Headquarters of Zund Systemtechnik AG in Altstätten, Switzerland. Our cutting and routing tables enhance the production capabilities of our customers worldwide. Our cutting-edge software solutions and integration technologies allow us to push the limits of what is possible.

Zund employees are engaged, passionate and actively contribute on all levels. Our culture allows all employees to develop new skills and grow their careers.

Summary/Objective

The part-time Office Coordinator serves as the first point of contact for our company and plays a key role in creating a positive and professional first impression for visitors, customers, and employees. This position is responsible for managing the daily front desk operations, welcoming & assisting guests, and providing administrative support across the organization to ensure efficient office operations and exceptional customer service.

What You Would Do

• Answering phone, forwarding calls to the appropriate employee or department, and taking messages.
• Entering customer data into CRM to create cases to ensure service department gets back to customers in a timely manner.
• Welcoming visitors and identifying the purpose of their visit before issuing visitor badges.
• Set up and manage digital welcome greetings on lobby televisions for visitors and events.
• Coordinate logistics for customer trainings and demos for new and existing customers.
• Arrange catering and refreshments for trainings, demos, and company events.
• Organization of lunches according to internal order and requirement (e.g., customer visit, training, internal workshop, etc.).
• Administer facility supplies, equipment, and vendor relationships.
• Prepare and submit expense reports accurately and in a timely manner.
• Coordinate incoming test cuts, updating status as material arrives and data is submitted.
• Proactively reach out to sales reps for update on older test cuts.
• Maintain cleanliness and organization of customer and employee breakrooms, including cleaning and storing dishes, restocking supplies, and maintaining coffee equipment.
• Process daily incoming and outgoing mail, including sorting, distribution, and collection from departments.

What We Require From You

• Minimum of one year as a receptionist, administrative support, or a related field.
• Time management skills, organization, and the ability to multitask.
• Professional demeanor and appearance.
• Ability to act as gatekeeper and elevate relevant information to executives as needed.
• Exceptional attention to detail and accuracy.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Proficiency in Microsoft Office; familiarity with Salesforce or similar CRM system is a plus.

This is a part-time position, approximately 28 hours per week. The preferred schedule is 8:30 a.m. to 2:00 p.m., with flexibility to adjust start and end times based on business and department needs.

Zund America, Inc. is an EEO employer.