Administrative Coordinator (Front & Back Office) - Billings, MT

About the Role

A&I Distributors is a rapidly growing, family and employee-owned wholesale oil distributor with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. We are seeking an Administrative Coordinator to support front office and back office functions in a fast-paced environment.

Responsibilities

• Answer and manage a multiline phone system; direct calls appropriately
• Provide excellent customer service and assist with general inquiries
• Take orders from existing customers
• Greet visitors and provide company information
• Support communication between departments and customers
• Reconcile sales and rebates and assist with reporting
• Maintain and update spreadsheets and databases
• Create, modify, and manage documents and records
• Organize, scan, and archive files (paper and electronic)
• Prepare and distribute mail, invoices, statements, and internal documents
• Maintain filing systems and storage organization
• Retrieve information and assist other departments as needed
• Cross-train and provide backup support across administrative functions
• Assist with special projects and process improvements
• Learn industry-specific systems and terminology
• Perform additional duties to support company goals

Requirements

• Strong customer service and communication skills
• Excellent organizational and multitasking abilities with high attention to detail
• Analytical and problem-solving skills
• Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
• Ability to learn new systems (CSD or similar database experience a plus)
• Positive attitude and willingness to learn
• Graphic/design skills are a plus

Experience

2–5+ years of administrative or office experience preferred

Schedule

Minimum 40 hours per week, Monday–Friday 8:00 am to 5:00 pm with one hour lunch

Location

On-site

Benefits

• PTO (after one year)
• Paid sick time (after 90 days)
• Holiday pay
• Health & dental insurance
• 401(k)
• Profit sharing/ESOP
• Life and disability insurance
• Employee discount

Pay

$18–$20 per hour, depending on experience