POSITION SUMMARYThe 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 FUNCTIONSCreate, 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 communicationsFacilitates 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 performedPrepare and submit expense reports for staff, ensuring policy compliance             Answers the phones and the front door.    Performs other duties as assigned         JOB COMPLEXITYNavigate 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 DECISIONSContinued client sales.Brand reputation.Notify Operations Director and Lab Manager of any situations that may impact the business.ANALYTICAL THINKING/PROBLEM SOLVINGAnticipate 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.