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Administrative Coordinator

Administrative Coordinator

Wikoff Color CorporationFort Mill, SC, US
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Job Summary :

The Wikoff Graphics team delivers the products, support and expertise our customers need to excel in the graphic arts industry. We offer a full line of high-performance photopolymer plates, processing equipment, imaging software & hardware along with consumables used in the flexographic printing and pre-press printing market.

The highly organized and detail-oriented Administrative Coordinator will support operations, inventory management, order management, supplier coordination, and billing functions. This individual will work as part of the Wikoff Graphics team and play a vital role in the businesses' continued growth and expansion.

The ideal candidate will be responsible for maintaining accurate financial records, overseeing raw material inventory, ensuring smooth ERP (Enterprise Resource Planning) and Excel-based reporting, while acting as a liaison between internal team members, customers, and partner suppliers. This position requires strong Excel proficiency, ERP adaptability, and a proactive, curious mindset. The right candidate must be a quick learner, confident in asking questions when facing roadblocks, and eager to take initiative.

Key Responsibilities :

Administrative & Office Support

  • Provide day-to-day administrative assistance to business leadership, commercial team, and production employees
  • Answer phones and assist with customers as needed
  • Coordinate and assist with operational activities, safety audits, and inventory audits

Order Management, Inventory & Supplier Coordination

  • Forecast, order, and manage raw material inventory levels in partnership with sales and commercial leadership
  • Place and track orders with partner suppliers to ensure timely delivery and sufficient inventory
  • Review, approve, and track supplier invoices for payment
  • Maintain vendor communication to ensure fulfillment accuracy and issue resolution
  • Manage and update customer-specific delivery or order handling instructions
  • Receive and enter customer orders into the ERP system and communicate lead times

    • Production & Scheduling Support

  • Schedule production workflows to meet delivery timelines and production goals
  • Coordinate outbound shipments and prepare associated documentation
  • Create, close, and maintain production records in the ERP system
  • Collect job specifications from graphics, sales, and prepress teams
  • Ensure job data and documentation are complete and clearly communicated to production

    • Billing & Accounting Support

  • Process invoices using online billing applications (e.g., APSA)
  • Reconcile monthly billing, sales journals, and customer credits
  • Track and report on open billing to ensure timely processing
  • Distribute invoices and manage special distribution requirements
  • Handle credit card payments and outgoing mail
  • Provide invoice copies and billing support to internal and external stakeholders

    • Qualifications :

  • High school diploma or equivalent required; college coursework in accounting or business is a plus
  • Minimum of 2 years' administrative, billing, or accounting experience required
  • Advanced Microsoft Excel skills (e.g., pivot tables, formulas, data validation, VLOOKUP)
  • Experience with ERP systems is required; ability to quickly learn systems like Chempax is essential
  • Strong verbal and written communication skills
  • Ability to manage multiple responsibilities, work independently, and know when to ask questions
  • High attention to detail and strong organizational and problem-solving skills
  • Experience in the printing or graphics prepress industry is a plus

    • Perks & Benefits

  • Competitive compensation with performance-based reviews
  • Health, dental, and vision insurance
  • 401(k) retirement plan
  • Company profit-sharing plan
  • Paid time off including vacation, sick leave, and holidays
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    Administrative Coordinator • Fort Mill, SC, US

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