Now hiring for a Office Coordinator
Location: Tucson, AZ
Pay Rate: $24.00 – $27.00 per hour
Schedule: 8- 4:30 M-F

Admin Energy: Calm, Cool, and Crushing It

If you’re the kind of person who can juggle calendars, handle calls, and keep your cool no matter what the day throws your way, this Office Coordinator role in Tucson is calling your name. You’ll be the calm in the storm, the go-to for getting things done, and the reason the office runs like a dream.

Looking for Office Coordinator jobs in Tucson where organization and communication keep everything running smoothly? This opportunity lets you support daily business operations, coordinate administrative tasks, and help teams stay productive in a professional office environment.

• Manage customer and dealer sales communications, including email correspondence and inquiries.
• Enter and maintain Sales Orders in Sage 50.
• Prepare customer invoices and respond to sales-related questions.
• Follow customer orders from initial entry through completion.
• Provide friendly, professional, and helpful customer service.
• Cover incoming phone calls when the Front Office Assistant is on break or absent.
• Receive and apply customer payments and prepayments in Sage 50.
• Apply prepayments against customer invoices when appropriate.
• Manage accounts receivable collections correspondence and payment follow-up.
• Investigate and resolve payment discrepancies.
• Maintain and update the Order Tracker, including adding and removing orders as needed.
• Monitor order ETAs and communicate updates.
• Coordinate production priorities and testing schedules with our manufacturing team.
• Maintain the Ship List, including orders designated for Box and Hold.

Experience Requirements

• At least one year of administrative, office support, receptionist, or clerical experience preferred.
• Strong organizational skills with the ability to prioritize multiple responsibilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and common office software.
• Professional demeanor with strong attention to detail and customer service skills.
• 5+ years of experience in sales administration, order management, or business operations.
• Experience with accounts receivable, invoicing, and payment processing.
• Strong computer skills, including Microsoft Outlook and Excel.
• Experience with accounting software; Sage 50 experience would be a plus.
• Ability to prioritize multiple responsibilities and work independently.
• Strong problem-solving skills, initiative, and accountability.

Preferred Qualifications

• Previous experience supporting multiple departments or executive staff is beneficial.
• Experience with scheduling, document preparation, recordkeeping, and office coordination is preferred.
• Familiarity with business software, office equipment, and data entry systems is considered an asset.
• Individuals who demonstrate initiative, adaptability, and professionalism are well positioned for success as a Office Coordinator.
• Experience in a manufacturing or distribution environment is preferred.
• Previous leadership or management experience would be an advantage.

Physical Capabilities

• Ability to remain seated or stand for extended periods while performing office tasks.
• Frequent use of computers, telephones, and other standard office equipment.
• Occasional lifting or moving of office supplies and materials up to 25pounds.
• Ability to communicate effectively with coworkers, customers, and visitors.

Benefits

• Competitive Weekly Pay
• Comprehensive Benefits including medical, dental, and vision coverage.
• Life Insurance and Disability Insurance for added peace of mind.
• Optional 401(k) Plan to help you prepare for the future.
• Supportive Professional Environment focused on teamwork, growth, and success.

“Staffmark has been very helpful with job placement. They will work with you to get you the job that’s right for you. Their assessment tests are easily accessible, and the staff is very friendly.” – Office Assistant, Staffmark

Your next great opportunity starts here. Let’s make it happen and Apply Now. 

What You Will Do

As a Office Coordinator you will provide administrative support by coordinating schedules, maintaining records, preparing documents, answering communications, organizing files, and assisting coworkers with daily operational needs. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a professional and customer-focused approach.

• Job Responsibilities: Sales & Customer Service · Manage customer and dealer sales communications, including email correspondence and inquiries. · Enter and maintain Sales Orders in Sage 50. · Prepare customer invoices and respond to sales-related questions. · Follow customer orders from initial entry through completion. · Provide friendly, professional, and helpful customer service. · Cover incoming phone calls when the Front Office Assistant is on break or absent.
• Accounts Receivable · Receive and apply customer payments and prepayments in Sage 50. · Apply prepayments against customer invoices when appropriate. · Manage accounts receivable collections correspondence and payment follow-up. · Investigate and resolve payment discrepancies.
• Order Management, Shipping & Production Coordination · Maintain and update the Order Tracker, including adding and removing orders as needed. · Monitor order ETAs and communicate updates. · Coordinate production priorities and testing schedules with our manufacturing team. · Maintain the Ship List, including orders designated for Box and Hold. · Manage shipping priorities and authorize orders for shipment. · Ensure consistent order follow-through and communication between departments.
• Communication & Accountability · Respond promptly to inquiries and requests. · Communicate proactively regarding order updates, delays, discrepancies, and outstanding matters. · Maintain open, professional communication with management and coworkers.
• As the employee becomes proficient in the primary responsibilities, we would provide additional training in the following areas: · Vendor purchasing and purchase order management, with certain specialized vendors. · Maintaining and updating weekly purchase order reports. · Monitoring vendor orders and shipment ETAs. · Processing approved customer refunds, cancellations, product returns, and credit adjustments. · Completing bank deposit runs as needed.

A Office Coordinator helps connect people, information, and processes throughout the office. This role requires strong administrative skills, effective communication, and the ability to support daily operations with accuracy and professionalism.

The Office Coordinator may assist with documents, correspondence, records, calendars, reporting, customer communication, and other office support needs. Strong attention to detail and the ability to prioritize work are essential to keeping responsibilities organized.

This role is well suited for candidates who enjoy helping others succeed. A strong Office Coordinator provides reliable support that allows teams, supervisors, and business operations to function more effectively.

About Us

At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact.

Staffmark is an equal opportunity employer. All applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help.