Process Coordinator

Order Entry, Process Documentation Coordinator and Scheduler

Hours: Monday–Friday, 8:30 AM – 5:00 PM

Location: On-site

Reports To: Production Manager

Position Overview

We are seeking a detail-oriented, independent professional to manage order entry and process documentation as we transition from a legacy software system to a new company-wide platform. This role is critical to ensuring accurate job processing, maintaining customer information, and building standardized “recipes” (processing steps) within our new system.

This position is ideal for someone who enjoys focused, independent work, thrives on accuracy, learns quickly, and takes initiative to improve efficiency.

Once the new platform is up and running, the role will include job scheduling.

Key Responsibilities

• Enter incoming job orders from the receiving dock into our new software system, including:
• Weight
• Quantity
• Customer details
• Processing requirements
• Due dates and shipping information

• Research historical orders in our legacy system to identify correct processing steps (“recipes”)
• Translate and enter recipes into the new software system
• Maintain and update customer records (shipping methods, email contacts, documentation requirements, etc.)
• Work with the Production Manager to write and document new processes
• Communicate occasionally with receiving personnel to clarify order details
• Send occasional emails to customers to obtain proper documentation
• Review and double-check entered data for accuracy during slower periods
• Continuously look for opportunities to improve workflow efficiency
• Learn and implement new software features as they are rolled out (including customer communication tools)
• Schedule furnaces according to compatible works and customer due dates

What to Expect

• Significant hands-on training in both the legacy and new software systems
• A collaborative environment during the transition phase, as the entire company is learning the new platform
• Increasing independence over time
• Within approximately 3 months, fewer legacy lookups will be required as recipes are established in the new system
• Ultimately, the role will function largely independently with primary interaction limited to the Production Manager

Ideal Candidate Profile

This role is well-suited for someone who:

• Prefers independent, focused work
• Pays exceptional attention to detail
• Thinks critically and uses strong common sense
• Learns new systems quickly
• Is comfortable working with evolving processes
• Enjoys organizing information and building structured systems
• Looks for ways to improve efficiency rather than simply complete tasks

Required Skills & Qualifications

• Strong familiarity with Windows-based software
• Proficiency in Microsoft Outlook and Excel
• Comfort learning new software systems
• Excellent data accuracy and organizational skills
• Clear written communication skills
• Ability to manage routine tasks with minimal supervision

Growth & Development

As our software system becomes fully implemented, this position will evolve into a streamlined, efficient order management role with strong ownership and autonomy. The role will then include the implantation of the scheduling module in the software. The right person will play a key part in helping shape our long-term operational efficiency.Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.