Administrative & Operations Coordinator

Job Title: Administrative & Operations Coordinator

Company Overview:

We are a family-owned beverage distributor committed to delivering quality products and service to our customers. As a small office team within a fast-paced distribution environment, we rely on collaboration, flexibility, and a shared commitment to getting the job done. Each team member plays a vital role in supporting both office and operations.

This role also provides direct administrative and operational support to company directors, assisting with reporting, communication, and special projects.

Position Summary:

The Administrative & Operations Coordinator is a multifaceted role responsible for supporting daily business operations across route accounting, accounts payable and receivable, safety compliance, employee benefits administration, and vending/machine services.

In our small office setting, this position requires a team-oriented mindset, a willingness to cross-train across functions, and the ability to step in where needed to support overall business operations. This individual will also work closely with company leadership to support key initiatives and organizational priorities.

Key Responsibilities:

Accounts Payable (AP)

• Review, code, and process vendor invoices in a timely manner
• Maintain vendor files and ensure proper documentation
• Prepare and execute payment runs (checks, ACH, etc.)
• Reconcile vendor statements and resolve discrepancies

Accounts Receivable (AR)

• Post customer payments and maintain accurate account records
• Generate aging reports and assist in collections activities by contacting customers regarding past due accounts.
• Coordinate with the team on collections and customer account issues
• Ensure compliance with company credit policies and procedures while maintaining positive customer relationships.
• Prepare deposits and assist with credit management
• Assist with period-end closure and prepare reports for management.

Safety Coordination

• Support and maintain company safety programs and compliance initiatives
• Track safety training, certifications, and documentation
• Assist with incident reporting, investigations, and corrective actions
• Partner with leadership to promote a culture of safety

Benefits Administration

• Onboarding/Offboarding employee administration
• Assist with employee benefits enrollment, changes, and terminations
• Serve as a point of contact for employee benefit inquiries
• Coordinate with benefit providers and ensure accurate recordkeeping
• Support open enrollment and ongoing communication efforts

Route Accounting

• Process and reconcile daily route settlements, including cash, checks, and electronic payments
• Investigate and resolve discrepancies in route activity
• Maintain accurate records of sales, returns, and adjustments
• Collaborate with route drivers and the sales team to ensure proper documentation and reporting

Machine Services (Vending/Equipment)

• Maintain records of vending and beverage equipment placements and inventory
• Coordinate service, repairs, and installations with internal teams and vendors
• Track machine performance, service schedules, and parts usage
• Support billing and reconciliation related to equipment services

Executive Support

• Provide administrative support to company directors
• Assist with reporting, data analysis, and presentation materials
• Support special projects and strategic initiatives as needed
• Help coordinate internal communications and follow-ups on key action items
• And all other duties as assigned.

Teamwork & Cross-Training Expectations:

• Actively participate in cross-training to provide coverage across administrative and operational functions
• Support team members during peak periods, absences, or special projects
• Contribute to a collaborative, positive office environment where flexibility and communication are essential
• Assist with additional duties as needed to support overall business success

Qualifications:

• Associate’s or Bachelor’s degree in Business, Accounting, or equivalent combination of education and experience
• 2+ years of experience in accounting, office administration, or operations support
• Strong knowledge of accounting principles and office procedures
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with ERP systems a plus
• Excellent organizational, communication, and problem-solving skills
• Ability to handle confidential information with discretion
• Strong attention to detail and ability to manage multiple priorities

Work Environment:

• Office-based role within a distribution facility
• Small team setting requiring flexibility and collaboration
• Frequent interaction with warehouse staff, route drivers, and the sales team
• Standard business hours with flexibility during peak periods

Benefits:

• Competitive hourly rate
• 100% Company Paid Health, Dental, Vision insurance, Short Term Disability, Long Term Disability
• Paid time off and holidays
• Retirement plan

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person