Contract Services Coordinator

POSITION SUMMARY 

The Contract Services Coordinator is responsible for supporting department operations, procedures, and resources to help ensure efficiency and operational effectiveness. This role supports the objectives established by the Contract Services Supervisor and assists with daily coordination of customer service, order processing, and internal communication.

The position plays an important role in customer service, order processing, administrative support, and departmental coordination while ensuring adherence to company policies, quality standards, and operational deadlines.

ESSENTIAL FUNCTIONS 

Customer and Order Management

• Prepare and issue quotations for contract services.
• Process and confirm customer orders.
• Verify customer information, shipping methods, and pricing within SAP.
• Process credits and adjustments when required.
• Respond to customer inquiries, requests, and complaints in a professional and timely manner.
• Maintain accurate and up-to-date customer records and databases.
• Follow up on deliveries and coordinate order expedites with production scheduler.
• Retrieve design prints and documentation when required.

Administrative and Documentation Support

• Filing of invoices and sales correspondence within DocuWare.
• Prepare and distribute departmental correspondence and documentation.
• Compile data and prepare special reports and presentations as needed.
• Develop and distribute materials outlining procedures, policies, and standards.

Operational Support

• Coordinate activities with supervisors, production schedulers, and team leads in other departments as required.
• Occasionally access the shop floor to support operational coordination, which may involve exposure to manufacturing equipment and processes.
• Collaborate closely with Order Entry, Sharpening, Coating, Heat Treat, and Shipping departments to ensure smooth operational flow.

POSITION QUALIFICATIONS 

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Adaptability - Ability to adapt to change in the workplace.
• Communication, Verbal & Written - Ability to communicate effectively with others using the spoken word and written methods.
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Enthusiastic - Ability to bring energy to the performance of a task.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Organizational Skills - Ability to organize work, manage priorities, and complete assigned tasks effectively.
• Initiative - Ability to take appropriate action within assigned responsibilities and follow through on tasks.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Teamwork - Ability to work cooperatively with others to support department goals.

SKILLS & ABILITIES 

Education
High School Diploma or General Education Degree (GED) required.

Experience
Two to seven years of related experience in an office environment within manufacturing or production operations preferred.

Computer Skills
Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint required. Able to navigate company SAP program for sales order processing, Docuware, Environmental and CIT systems.

Other Requirements

Understands and comply with Gleason Business Philosophy including Lean Principles of 6S, Quality, Visual Management, Elimination of Wastes, Pursuit of Perfection, and International Quality Standards ISO 9001 &14001.

The salary range in this posting depends on qualifications and experience. Actual compensation may vary, and this job posting is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on relevant experience, qualifications/education, and other factors including work schedule, shift premiums, and overtime.

Gleason is an Equal Opportunity Employer and considers applicants for all positions without regard to age, disability, genetic information and/or predisposing genetic characteristics, marital status, national origin, race/color, religion, sex/gender, sexual orientation, military or veteran status, victim of domestic violence status, arrest or conviction record, or any other characteristic protected by applicable laws.

OFFICE ENVIRONMENT

PHYSICAL DEMANDS

The physical demands described here are representative of those that would need to be met by an employee to successfully perform the essential functions of this job in an office environment. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job may include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job in an office environment. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

REASONABLE ACCOMMODATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description in no way states or implies that these are the only duties to be performed. Employees are required to follow any other instructions and to perform any other duties requested by their manager or supervisor.

DISCLAIMER

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed and is not an all inclusive summary of job duties and responsibilities. The omission of specific statements or duties and responsibilities does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the Company as the needs of the Company and requirements of the job change.