Office Coordinator

Kershaw Equipment, located in Montgomery, AL, is a leader in rail maintenance and vegetation management production and a worldwide supplier of maintenance-of-way equipment. Built on our strong commitment to our customers, our company supplies machines to Class I railroads, transit lines and short lines, and many contractors around the globe. Kershaw is part of The Heico Companies LLC, a parent holding company comprised of more than 40 businesses involved in manufacturing, construction, and industrial services. Kershaw joins forces with heavy equipment brands Pettibone, BARKO, and ARDCO as part of the Heavy Equipment Segment of The Applied Solutions Group.

Responsibilities: 

Office Administration

• Oversee daily office operations to ensure efficiency and organization.
• Maintain office supplies, equipment, and vendor relationships.
• Support team scheduling, documentation, and general administrative needs.
• Organize records and ensure accurate filing systems (physical and digital).

Customer Service

• Serve as a primary point of contact for plant visitors and customer inquiries via phone, email, and in person.
• Provide accurate information regarding products, services, orders, and company policies.
• Resolve customer concerns in a timely, professional manner.
• Maintain strong relationships to ensure a positive customer experience.
• Process and manage sales orders from entry through fulfillment.
• Verify pricing, product availability, and order accuracy.
• Coordinate with sales, warehouse, and logistics teams to ensure timely delivery.
• Communicate with customers regarding order status, updates, or delays.
• Maintain accurate order records in CRM/ERP systems.

Invoicing & Billing

• Generate, review, and distribute invoices accurately and on schedule.
• Track customer payments and follow up on outstanding balances.
• Resolve billing discrepancies in coordination with accounting.
• Maintain detailed billing records and assist with financial reporting.

Human Resources

• Assist Human Resources with planning and coordinating employee events (e.g., onboarding sessions, training workshops, team-building activities, recognition events).
• Manage logistics for events, including scheduling, vendor coordination, and materials preparation.
• Support HR initiatives related to employee engagement and office culture.
• Help coordinate onboarding logistics for new hires (workspace setup, materials, scheduling).

Skills & Abilities:

• Experience in customer service, invoicing, or order processing.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office suite of products and experience with CRM/ERP systems.
• Experience with accounting or invoicing software.
• High attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines in a dynamic environment.

Experience and Education:

• Experience: 2+ years of administrative, office coordination, or related experience.

• Education: High School Diploma or equivalent; Associate’s or Bachelor’s degree preferred.

Position Type and Expected Hours of Work - This is a full-time position. Hours of work are Monday through Friday onsite, 8:00 AM to 5:00 PM or any other time agreed upon.  Occasional evening and weekend work may be required as job duties demand.

Work Environment – The position operates in a professional office environment with prolonged periods of sitting and computer use in addition to using standard office equipment such as computers, iPads, phones, copiers, printers, fax, scanner, and filing cabinets.  The employee is occasionally exposed to high levels of noise, welding operations, non-temperature-controlled environments, and others typical to a heavy-equipment manufacturing and warehouse environment.  The use of proper PPE is required.

Physical Requirements – The physical demands described here are representative of those that must be met by the Office Coordinator position to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is frequently required to stand and walk.  The employee is occasionally required to use hands to finer, handle or feel and reach with hands and arms, lift and/or carry up to 25 pounds, balance, bend, stoop or kneel, climb, push/pull and squat, or crouch.

Kershaw Equipment L.L.C. offers a competitive and comprehensive benefits package that includes:

• Multiple health plan options through Blue Cross Blue Shield,
• Health Savings Account (with company match) or Flexible Spending Accounts, depending on selected health care plan,
• Two Dental plan options through Blue Cross Blue Shield,
• Vision plan through VSP,
• Paid time off (vacation and 11 paid holidays),
• 401k plan with company match,
• Life/AD&D insurances (both company-paid and additional voluntary options),
• Sick leave, Short-term Disability and Long-term Disability plans (company-paid),
• Employee Assistance Program (EAP, company-paid),
• Three Aflac plans
• 2 pet insurance plans
• Legal insurance
• Identity & Fraud Protection Plan

EOE M/F/D/V