Front Office Coordinator

Job Description: Front Office Coordinator

The Front Office Coordinator is responsible for owning the day-to-day execution of front-end administrative and customer-facing operations at 4 Flutes Machining. This role serves as the central hub for all customer-facing and order intake activities, supporting both customers and the internal team.

This role will take pride in enabling others to succeed—serving as a steady and reliable foundation while operating with a strong sense of urgency to keep work flowing.

This role reports directly to the President and is expected to operate with a high level of ownership, attention to detail, and a service-oriented mindset. Success in this role requires an ability to operate with a high degree of accuracy and urgency, ensuring that no administrative breakdowns impact customer commitments or production flow.

Core Accountabilities:

RFQ Coordination

•      RFQ intake and setup

•      File organization

Order Processing and ERP Entry

•      Process customer purchase orders

•      Validate pricing, tevision levels, due dates and quality requirements

•      Generate and communicate work orders for Operations Team

•      Ensure jobs are properly entered and visible within the ERP system

Customer Experience Communication

•      Serve as primary point of contact for routine customer interaction

•      Send order confirmations and provide status updates

•      Respond to customer inquiries in a timely and professional manner

Documentation and Portal Management

•      Upload required documentation (certs, packing lists, inspection reports) to customer portals

•      Generate ASN’s (advance shipping notices) for key customers

•      Coordinate and schedule Source Inspections via portal

•      Maintain and track documentation necessary for customer requirements

Internal Coordination & Job Readiness

•      Ensure all jobs are fully defined and documented prior to release to operations

•      Coordinate with purchasing and operations to support material and scheduling readiness

•      Identify and resolve missing or unclear information before it impacts production

Administrative Flow & Organizational Discipline

•      Maintain structured and organized tracking of orders, quotes, and customer requirements

•      Support leadership by reducing administrative burden and improving visibility

•      Operate with consistency, follow-through, and attention to detail across all tasks

Required Qualifications

•      Strong organizational skills with the ability to manage multiple priorities simultaneously

•      High attention to detail and commitment to accuracy in all work

•      Clear and professional communication skills (written and verbal)

•      Ability to operate with urgency while maintaining a calm and steady approach under pressure

•      Demonstrated reliability, follow-through, and ownership of responsibilities

•      Proficiency with computers and standard business software (email, spreadsheets, etc.)

•      Experience with ERP Systems (SAP, JobBoss, E2, Oracle, etc.)

Preferred Qualifications

•      Experience in a manufacturing environment

•      Familiarity with reading basic technical drawings or part revisions

•      Experience supporting quoting or sales processes

•      Exposure to aerospace, defense, or regulated manufacturing environments

•      ProShop ERP proficiency

Key Traits for Success at 4FM

•      Ownership mentality

•      Sense of urgency

•      Proactive, clear communicator

•      High attention to detail

•      Service oriented mindset

Compensation and Benefits

•      Competitive pay based on experience $26-$32/hour (54-66.5k/year)

•      Paid Time Off (PTO) and company holidays

•      Health/Dental/Vision Insurance

•      Retirement account with Company Match

•      Opportunities for growth personally and professionally

Path Forward – Front office manager

This role is designed as a development path into broader leadership at 4 Flutes Machining. As the business scales, high performers will have the opportunity to grow into roles such as Front Office Manager or Business Manager.

Growth in this role is driven by demonstrated ownership, consistency, and the ability to improve systems, support others, and take on increasing levels of responsibility. We are committed to building both strong processes and strong people.

Why 4 Flutes Machining

4 Flutes Machining is an award-winning, rapidly growing precision machining company serving the Medical Device, Aerospace, and Defense industries. We are building a best-in-class operation focused on excellence, professionalism, and clear communication—both internally and with our customers.

We are a team that values ownership, accountability, and a strong work ethic. Each person plays a critical role in the success of the business, and we take pride in supporting one another to deliver high-quality results.

As we continue to scale, we are creating opportunities for individuals who want to grow, take on responsibility, and be part of building something meaningful. This is an environment for people who enjoy working in a fast-paced setting, who care about doing things the right way, and who take pride in contributing to a high-performing team.