Operations & Administrative Coordinator

Operations & Administrative Coordinator

The Operations & Administrative Coordinator supports the end-to-end administrative and operational workflow of customer jobs, including project file creation, documentation control, procurement, and invoicing, ensuring all records are accurate, complete, and maintained in compliance with company and quality system requirements; serves as a central point of coordination between customers, sales, and operations to track job progress from quote through completion; maintains organized physical and electronic filing systems and key tracking tools such as sales logs and job records; supports office operations including supply management and safety board compliance; and provides front-office and administrative support, including customer communication, customer setup, and expense reporting, to enable efficient, audit-ready business operations.

Job Functions

• Create, maintain, and organize new job folders, ensuring all documentation is complete and properly filed
• Print, file, and manage emails, quotes, and related correspondence for each job
• Save, organize, and maintain PDF records of signed quotes, purchase orders, and customer communications
• Facilitates shipping of samples between laboratories for multi-lab projects
• Order materials using punch-out and track orders to completion
• Maintain adequate levels of office supplies and place orders as needed
• Keep the safety board current and compliant with required postings and updates
• Maintain and update the Saleslog and Salesforce, ensuring accuracy and timeliness
• Schedule jobs and track job progress from quote through completion
• Set up new customers in company systems, ensuring all required paperwork is submitted and stored
• Prepare and issue customer invoices upon job completion, verifying accuracy against quotes and work performed
• Prepare and submit expense reports for staff, ensuring policy compliance
• Answers the phones and the front door.
• Performs other duties as assigned

Job Complexity

• Navigate complex client requests involving multiple projects and sites.
• Distributing project updates through multiple channels.
• Coordinate testing and invoicing with other SGS locations and external sub-contractors.
• Learn to operate efficiently in multiple software solutions.

Impact of Decisions

• Continued client sales.
• Brand reputation.
• Notify Operations Director and Lab Manager of any situations that may impact the business.

Analytical Thinking/Problem Solving

• Anticipate and resolve client problems. Forwarding to the appropriate individual where necessary.
• Document and create corrective or preventative actions when concerns arise, and proactively seek improvements.

Qualifications

Education and Experience

• Business Diploma Preferred
• 1 to 3 years of previous experience and knowledge of Salesforce, BOSS, and Microsoft Office
• Ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Ability to quickly learn and retain positional work instructions
• Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook)
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner
• Proven ability to manage and coordinate multiple projects in fast-paced, highly professional environment
• Ability to exercise discretion and independent judgment, when necessary.

Additional Information

Compensation

The expected salary range for this position is $45,000 to $60,000 per year. This range represents the minimum and maximum base salary we reasonably expect to pay for this role. Actual compensation within the range will depend on skills, experience, and qualifications.

Our Benefits

We care about your total well-being and will support you with the following, subject to your location and role.

• Health: Medical, dental and vision insurance, life insurance, employee assistance programs.
• Wealth: In addition to base pay, we offer 401(k) with company match (immediate vesting upon enrollment).
• Happiness:
  • Professional Growth: Online training courses, virtual and classroom development experiences, tuition reimbursement program
  • Work-Life Balance: Paid-time off and family leave

In compliance with applicable state and local pay transparency laws, we provide clear and equitable compensation information for all applicants.

Position anticipated to close June 29, 2026.

Additional information

SGS is an Equal Opportunity Employer, and as such we recruit, hire, train, and promote persons in all job classifications without regard to race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, gender identity or expression, genetics, status as a protected veteran, or any other characteristics protected by law.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skills, and/or abilities required.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts the company's rights to assign or reassign duties and responsibilities to this job at any time.

If you are applying for a position within the United States and you have difficulty completing the on-line employment application because of a disability, please call View phone number on click.appcast.io for assistance and leave a message. You will receive a callback. Please note, this phone number is not for general employment information but is only for individuals who are experiencing difficulty applying for a position due to a disability.

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