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Office Coordinator

COMPANY OVERVIEW:

Industrial Metal Supply, founded in 1948, is a leading metals distributor with seven locations serving California and Arizona. We are entering an exciting new growth phase as we strive to further expand our brand awareness while enhancing our customer experience. IMS is committed to safety, quality, reliability, and operational excellence across all areas of the business.

POSITION OVERVIEW:

The Administrative Coordinator / Will Call Coordinator is a critical operational hub for the IMS branch, supporting sales, warehouse, and logistics teams while ensuring a seamless customer experience. This role requires a detail-oriented, self-motivated professional who thrives under pressure, manages competing priorities with accuracy, and upholds IMS's commitment to quality, including compliance with ISO 9001 standards.

RESPONSIBILITIES:

Answer high volumes of inbound calls and emails from customers and associates; coordinate information exchanges between the warehouse, sales team, and drivers.
Process will call and delivery orders end-to-end, ensuring accurate paperwork is issued, scanned into the business system, and payments are applied correctly for invoicing.
Maintain material traceability for all inbound and outbound shipments in accordance with Industrial Metal Supply’s standards.
Conduct internal audits on assigned QSPs and QSIs to ensure continued conformance and ISO 9001 certification.
Enter receiving data into the business system and maintain full traceability from material arrival through customer delivery.
Apply payments to customer accounts, and close out credit notes.
Troubleshoot technical issues within the branch and assist IT with timely resolution.
Maintain physical and digital filing systems; and produce daily activity reports.
Coordinate scheduling changes with management and support cross-departmental communication.
Proofread documents and correspondence for accuracy, grammar, and spelling before distribution.

EDUCATION AND EXPERIENCE:

EDUCATION

High school diploma or equivalent (Required)
Bachelor's degree (Preferred)

LICENSES & CERTIFICATIONS

Valid driver's license (Required)

EXPERIENCE

4+ years in a similar administrative role (Required)
4+ years Microsoft Office proficiency (Required)
Invoice handling & cross-department communication
High-pace, multi-task environment experience

WORK LOCATION

On-site / in person (Required)
No remote or hybrid option

LIFE AT IMS

The Company strongly believes that the more diverse our team, the better our work will be. We are committed to equal opportunity employment and celebrates inclusion in all circumstances. As an employee, you can expect:

A supportive, inclusive atmosphere on a team that values your contributions.
An attractive and competitive compensation package.
Opportunities for growth and development via work experience and offerings from our HR/People Resources team and Learning and Development program.
Frequent in-office events, lunch and learns, volunteer opportunities, and more.
A generous and well-rounded benefits program featuring Vacation , Sick Leave, gas subsidy, comprehensive medical benefits, retirement plans, tuition reimbursement, 401k with company match, and much more

The Company believes that each team member makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities outlined in a job description. Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the employee or the organization to just the work identified. It is our expectation that each team member will offer his/her services wherever and whenever necessary to ensure the success of our endeavors and to pursue individual career growth.

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