Office Coordinator

Zünd Systemtechnik AG; Oak Creek (WI); On-site; USD 22,000 - 28,000; 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 support daily front desk operations, greet guests, and provide admin support across the organization.

Responsibilities include answering phones, entering customer data into CRM to create cases, issuing visitor badges, coordinating trainings and demos, arranging catering, processing mail, and maintaining breakrooms. This role is approx.

Qualifications

• 1+ year of receptionist/administrative support experience.
• Strong organizational and multitasking skills.
• Professional appearance and demeanor.
• Ability to protect confidential information.
• Proficiency with Microsoft Office; CRM familiarity preferred.

Responsibilities

• Answer calls, forward to appropriate person, and take messages.
• Enter customer data into CRM to create service cases.
• Greet visitors and issue visitor badges.
• Coordinate logistics for customer trainings and demos.
• Arrange catering and refreshments for trainings, demos, and events.
• Process daily mail and assist with office supplies and vendors.
• Prepare and submit expense reports accurately and timely.

Skills

Receptionist experience

Time management

Organized

Professional demeanor

Microsoft Office

CRM familiarity

Tools

Salesforce

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 escape 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.