Office Administrator

The Administrative & Operations Coordinator supports daily business operations by managing customer interactions, processing transactions, coordinating inventory and deliveries, and ensuring accurate billing and documentation. This role works closely with sales, accounting, and credit teams to keep operations running smoothly and efficiently.

• Answer incoming phone calls and provide support to customers and the sales team
• Coordinate and track incoming deliveries, ensuring materials are received and documented properly
• Process orders, deliveries, and transactions in company systems
• Work with the credit team to ensure customer accounts and jobs are set up and managed correctly
• Verify that all deliveries, orders, and services are billed accurately and on time
• Manage petty cash and ensure proper tracking of cash transactions
• Review, approve, and track purchases and invoices
• Investigate and resolve billing or payment issues with vendors and internal teams
• Maintain accurate financial and transaction records, including account reconciliations
• Review employee expense reports for accuracy and compliance
• Monitor inventory levels and assist with reordering when needed
• Track received materials and follow up on items that have not yet been invoiced
• Upload and organize order documentation within company systems
• Assist with collection efforts by following up on outstanding invoices
• Support inventory counts and help resolve discrepancies
• Review sales and purchase orders to ensure completeness and accuracy
• Follow company policies and safety procedures and participate in required meetings

• Strong organizational and multitasking skills
• Attention to detail and accuracy
• Ability to communicate effectively with customers and team members
• Basic knowledge of accounting, billing, or inventory processes preferred
• Experience with office or ERP systems is a plus

MINIMUM REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

High school diploma or General Education Degree (GED) and one (1) year administrative or related experience; or an equivalent combination of education and experience.

WORK ENVIRONMENT / PHYSICAL ACTIVITY

• Work is generally performed in an office setting and generally sedentary, but may involve walking or standing for brief periods of time.
• May be required to occasionally lift, carry, push, pull, or otherwise move objects up to 25 pounds.