Strategic Office Operations Coordinator

AMORPHOUS MATERIALS LLC; Garland (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

AMORPHOUS MATERIALS LLC is seeking an Office Coordinator to manage daily office operations and provide administrative support to Corporate Finance, Human Resources, and the local General Manager. You will be the point of contact for clients regarding sales orders and will coordinate with internal teams to ensure accurate information and timely follow-through.

This role balances competing priorities while improving office processes by introducing approved digital tools and developing clear,

Qualifications

• High school diploma or equivalent and at least three years of relevant experience in office administration, business support, customer service, or a combination of these areas.
• Experience supporting financial administration, such as invoice processing, purchase orders, or billing documentation.
• Experience communicating with customers and maintaining accurate orders, records, or service requests.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook; ability to learn ERP, accounting, HRIS, and customer management systems.

Responsibilities

• Coordinate daily office activities, maintain supplies and equipment, and serve as the local contact for office vendors, service providers, and facility requests.
• Support local management with spreadsheets, reports, correspondence and general administrative tasks.
• Maintain organized records, shared files, contact lists, and administrative schedules; track action items and follow up on deadlines.
• Assist with customer billing documentation, accounts receivable follow-up, and resolution of invoice or payment inquiries in coordination with Corporate Finance.
• Compile supporting records and routine reports for reconciliations, month-end activities, and audits; research discrepancies and refer accounting decisions to Finance.
• Follow purchasing, vendor setup, recordkeeping, and approval procedures; maintain separation of duties and process transactions only within assigned authority.
• Serve as a professional, responsive contact for customer order inquiries; receive, review, and enter sales orders and verify purchase order details against approved quotations or terms.
• Coordinate with Sales, Production, Shipping, and Finance to confirm order requirements, obtain delivery updates, and communicate order status to customers.
• Track open orders, customer requests, and approved changes through completion; document communications and escalate delivery, pricing, billing, or quality concerns to the appropriate team.
• Coordinate onsite interviews and orientation logistics under Corporate HR direction.
• Support employee communications, training coordination, employee activities, and offboarding logistics as assigned.
• Review existing administrative workflows and recommend practical improvements to reduce duplicate data entry, paper handling, delays, manual processes, and errors.
• Create and maintain standard procedures, digital forms, templates, checklists, and tracking tools for recurring office, finance, HR, and customer service activities.
• Organize shared electronic records with consistent naming, version control, appropriate permissions, and retention practices established by corporate departments.
• Partner with Corporate Finance, HR, IT, and the General Manager to implement approved systems and automation and help employees adopt new processes.
• Monitor measures such as order-entry accuracy, request turnaround time, missing documentation, and overdue follow-ups to evaluate local improvements.

Skills

Multitasking

Organization

Communication

Process improvement

Attention to detail

Discretion

Education

High school diploma

Associate or Bachelor's degree

Tools

Microsoft Office

ERP

Accounting software

HRIS

SharePoint

Teams

Workflow automation tools

Customer management systems

Job description

AMORPHOUS MATERIALS LLC is seeking an Office Coordinator to manage daily office operations and provide administrative support to Corporate Finance, Human Resources, and the local General Manager. You will be the point of contact for clients regarding sales orders and will coordinate with internal teams to ensure accurate information and timely follow-through.

This role balances competing priorities while improving office processes by introducing approved digital tools and developing clear,