Office & Warehouse Administrative Coordinator

Description:

Position Summary

The Office & Warehouse Administrative Coordinator serves as a key support role responsible for front-office administration, account payable processing, shipping and receiving documentation, and inventory management support. This position operates in a mixed office and warehouse environment, acting as a liaison between administrative, accounting, logistics, and warehouse functions, The ideal candidate is organized, detail – oriented, and capable of managing multiple priorities while maintaining accurate records and providing exceptional customer service

Reception & Administrative Support

• Greet and assist visitors, vendors, customers, and delivery personnel.
• Answer and direct incoming telephone calls and emails.
• Maintain office supplies and coordinate office-related purchases.
• Receive, distribute, and process incoming and outgoing mail.
• Prepare correspondence, reports, filing, and other administrative documents.
• Maintain organized records and filing systems, both electronic and paper.

Accounts Payable

• Process vendor invoices and match invoices to purchase orders and receiving documentation.
• Verify invoice accuracy and obtain appropriate approvals.
• Enter invoices into accounting software and maintain vendor records.
• Assist with payment processing and vendor inquiries.
• Reconcile statements and investigate discrepancies.
• Support month-end accounting activities as needed.

Shipping & Receiving Administration

• Prepare and process shipping documents, bill of lading, packing slips, and freight paperwork.
• Verify incoming shipments against purchase orders and receiving documents.
• Coordinate with carries, vendors, and warehouse personnel regarding shipments and deliveries.
• Maintain shipping and receiving records and documentation.
• Assist with scheduling pickups and deliveries.

Inventory Management Support

• Enter and maintain inventory transactions in company systems.
• Monitor inventory levels and report discrepancies.
• Assist with cycle counts and physical inventory activities.
• Investigate inventory variances and support corrective actions.
• Maintain accurate inventory records and documentation.

General Operations Support

• Collaborate with warehouse, purchasing, accounting, and customer service teams.
• Support continuous improvement efforts related to inventory accuracy and administrative processes.
• Assist management with special projects and other duties as assigned.
• Maintain compliance with company policies, safety procedures, and quality standards.
• Assist management with special projects and other duties as assigned.
• Maintain compliance with company policies, safety procedures, and quality standards.

Requirements:

Education & Experience

• High school diploma or equivalent required.
• 2+ years of experience in administrative, accounts payable, shipping/receiving, inventory control, or related roles.
• Experience working in a manufacturing, warehouse, distribution, or logistics environment preferred.

Skills & Abilities

• Proficiency in Microsoft office suite (word, excel, outlook).
• Experience with ERP, inventory management, or accounting software preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities with attention to detail.
• Strong problem-solving and analytical skills.
• Ability to work independently and as part of a team.