Job Description

About CIVC Montana   

CIVC Montana is a food manufacturing facility producing high-quality, clean-label, gluten-free grain ingredients while supporting Montana farmers and regional agriculture. We are a small, tight-knit team where safety, consistency, and doing things the right way every day. This is an environment for people who take pride in organized work, follow established processes, and take ownership of their role—ensuring orders are executed accurately while identifying issues, troubleshooting within the system, and communicating with the team to keep everything running smoothly. 

How to Apply

Applicants should call (406) 404-6468 and leave the following information. Please do not skip a step. (1) Name and phone number, (2) why this position interests you, (3) what relevant skills and experience you have, (4) how soon you could start, (5) how many years of work experience you have, (6) questions you have for us, (7) spell your name and repeat your phone number. 

Position Summary 

The Office & Fulfillment Coordinator is the front-line point of contact at CIVC’s manufacturing facility. This role manages the daily flow of customer orders from entry through shipment, maintains organized records and tracking systems, coordinates with the production team to ensure on-time fulfillment, and provides administrative support for plant operations. The position requires strong attention to detail, reliable follow-through, and comfort working in a food-safe manufacturing environment. 

This is a hands-on role that combines office coordination with physical fulfillment work. The coordinator will regularly pick, pack, and prepare orders alongside managing the administrative side. A part-time assistant may support with order processing after school hours, but this role carries primary responsibility for getting orders out the door.  

Key Responsibilities 

1. Front Office & Customer Service 

• Greet and assist visitors, delivery drivers, customers, and vendors upon arrival. 
• Answer phones and respond to email inquiries in a friendly, professional manner. 
• Process in-person orders from walk-in customers. 

2. Order Processing & Documentation 

• Enter customer orders into our order and inventory tracking software (Acctivate) and verify accuracy of customer information, pricing, and product details. 
• Manage wholesale orders under 300lbs end-to-end: customer communication, order entry, and shipping coordination. 
• Process sample orders for the sales team. 
• Prepare packing slips and print shipping labels for all outgoing orders. 
• Coordinate carrier pickups with UPS, FedEx, freight companies, and other carriers. 

3. Order Tracking & Coordination 

• Maintain the order tracking board so the plant manager and production team have clear visibility into order status and ship dates. 
• Organize all orders with packing slips and shipping labels for the packing assistant. 
• Coordinate with production and logistics teams to ensure accurate information flow and on-time shipment. 
• Flag delays, discrepancies, or issues to the plant manager and supply chain manager promptly. 

4. Administrative & Plant Support 

• Maintain organized records, filing systems, and basic documentation. 
• Support scheduling, invoicing, and other administrative tasks as needed. 
• Assist with inventory counts and track low-stock items. 
• Maintain a clean, organized, and food-safe fulfillment area. 
• Support packing specialist with pick, pack, and preparation of customer orders for shipment according to facility standards, including lifting up to 50 pounds regularly. 

Qualifications 

Required 

• High school diploma or equivalent. 
• Strong attention to detail and organizational skills. 
• Excellent verbal and written communication abilities. 
• Comfortable learning basic office software (e.g., email, Excel spreadsheets, ERP/order entry systems, Microsoft Software). 
• Ability to lift up to 50 lbs and stand for periods of time during fulfillment tasks. 
• Positive attitude, willingness to learn, and ability to work well with a team. 

Preferred 

• Previous experience in customer service, order fulfillment, or food manufacturing. 
• Familiarity with shipping carriers and label printing. 
• Experience with inventory or ERP systems (Acctivate or similar). 
• Experience using Microsoft and MS Teams for internal communication. 

Ideal Work Style Profile 

Based on analysis of this role’s demands, the ideal candidate will have the following characteristics: 

• Systematic and organized:  Naturally creates and maintains structured processes. Keeps tracking boards, filing systems, and documentation current without being reminded.
• Detail-conscious:  Verifies order accuracy, catches errors in customer info and shipping labels, and maintains clean records. Not the type to skip steps.
• Steady and reliable:  Thrives in a predictable, process-driven environment. Not looking for constant change or innovation — values consistency and doing things right every day. Has a continuous improvement mindset, looking for ways to improve processes to increase efficiency and customer satisfaction. 
• Comfortable in a plant environment:  Can move between office work and the fulfillment area, handle physical tasks, and pitch in where needed. 
• Friendly and service-oriented:  Naturally warm with visitors, drivers, and customers. Represents the company well as the first person people see when they arrive. 

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