Administrative Coordinator

Job Description

Job Description

Appleton Engraving, Inc. is seeking a highly organized, detail-oriented Administrative Coordinator to support daily operations. This full-time, Monday–Friday (9:00 AM–5:00 PM) role is responsible for purchasing, shipping, receiving, production tracking, and general administrative support to keep orders moving efficiently and on schedule.

The ideal candidate thrives on organization, follows through on open tasks, and serves as a reliable hub between customers, vendors, and the production team. No nights or weekends.

Why Join Appleton Engraving?

• Monday–Friday schedule (9:00 AM – 5:00 PM)

• No nights or weekends

• Competitive hourly pay

• Paid training

• Stable, year-round employment

• Friendly team environment

• Opportunity for growth

Compensation:

$17 - $20 hourly

Responsibilities: Administrative Support

• Maintain production schedules and tracking spreadsheets

• Keep paperwork organized and complete

• Update customer and order information

• Organize electronic files and documents

• Follow up on outstanding tasks and open orders

• Assist management with day-to-day administrative projects

Purchasing

• Create and issue Purchase Orders

• Order materials and office supplies

• Track vendor orders and deliveries

• Follow up with suppliers regarding late shipments

• Maintain purchasing records

Receiving

• Receive incoming materials and deliveries

• Verify packing slips and quantities

• Inspect shipments for damage

• Label and organize incoming materials

• Enter receiving information into company software

• Notify production when materials arrive

Shipping

• Package customer orders

• Prepare UPS and FedEx shipments

• Print shipping labels and paperwork

• Verify orders before shipment

• Track outgoing shipments

• Assist customers with shipping questions

Production Tracking

• Maintain the On-Time Delivery (OTD) Tracker

• Monitor open orders and due dates

• Update production status throughout the day

• Communicate scheduling concerns to management

• Help ensure orders stay on schedule

What Success Looks Like

• Process Purchase Orders accurately

• Receive and organize incoming materials independently

• Ship customer orders with minimal supervision

• Maintain production tracking reports

• Keep administrative records organized and current

• Help ensure customer orders are completed on time

• Become a dependable resource for the office and production team

Qualifications:

• Previous work in a customer-facing position
• Must possess exemplary interpersonal skills, communication skills, and active listening skills
• High school graduate, G.E.D. recipient, or equivalent

• Highly organized and detail-oriented

• Dependable and punctual

• Proficient in Microsoft Excel

• Comfortable using computers and learning new software

• Able to manage multiple priorities

• Strong communication skills

• Self-motivated

• Positive and professional

• Comfortable working independently and as part of a team

• Able to follow precise instructions with a strong focus on quality and fine details

Preferred Qualifications

• Microsoft Outlook

• Purchasing, shipping (UPS/FedEx), or inventory/receiving experience

• Office administration or customer service experience

• Basic understanding of inventory and supply ordering

• Ability to review and quote from customer drawings or artwork

• Inventory or receiving experience

• Customer service experience
  

About Company

Appleton Engraving Inc. is located in Appleton, Wisconsin. Our staff has been serving the Fox River Valley for over 70 years and remains dedicated to bringing you the best quality and professionalism that you deserve. We carry a large selection of beautiful items that range from an array of corporate gifts to please any of your co-workers or employees who deserve the best for their commitment and dedicated service to their job. Appleton Trophy & Engraving is also committed to finding unique gifts and sports awards to always fit your needs.

Appleton Engraving Inc. started in 1956 selling trophies and engraving by hand. Since then, Appleton Trophy & Engraving has grown into an 8,000-square-foot building with multiple Engraving Machines, Lasers, and Sand Blasting Equipment to Engrave into materials such as Wood, Crystal, Stainless Steel, Acrylic, Brass, Aluminum, Glass, and plastic, serving customers all over the United States.