Administrative Operations Coordinator

Responsibilities

• Deliver a professional and welcoming experience by greeting and assisting visitors, vendors, and employees
• Manage incoming calls and route inquiries appropriately to ensure timely responses
• Maintain a clean, organized, and professional front office environment
• Prepare and process invoices for outgoing shipments with a high level of accuracy
• Assemble complete shipping documentation packages, including invoices, packing slips, and related paperwork
• Collaborate with operations and shipping teams to ensure documentation is accurate and processed on time
• Maintain accurate and organized records through electronic and paper filing systems
• Support day-to-day office operations, including supply management and general administrative tasks
• Aid in data entry and document tracking to ensure operational accuracy
• Contribute to continuous improvement initiatives to enhance processes and efficiency
• Support Health, Safety & Environmental (HSE) initiatives to promote an Incident and Injury Free (IIF) workplace
• Operate office equipment safely and effectively
• Perform additional administrative tasks as assigned

Requirements

• High school diploma or equivalent required; associate’s degree preferred
• 1–3 years of experience in administrative, receptionist, or office support roles
• Demonstrated attention to detail, especially in documentation and invoicing
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word

Skills & Competencies

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Professional and discreet approach in handling responsibilities
• Ability to multitask and adapt in a fast-paced, changing environment
• Strong prioritization skills with the ability to work independently and meet deadlines
• Comfortable using office technology and learning new software systems

Benefits in Joining Mattr

• Multiple medical, dental & vision plan options (Blue Cross Blue Shield & VSP)
• Health Savings Account (HSA) with monthly company contributions
• 401(k) with dollar-for-dollar match, vested from day one
• Incentive bonus plans + paid vacation & sick leave
• Employer-paid Life, AD&D, and Long-Term Disability insurance
• Wellness incentives
• Free Employee Assistance Program (EAP)
• Discounts on fitness, shopping & travel (Blue365, LifeMart & more)
• Year-round permanent work at one location with tools, PPE & safety training
• Onsite parking + staff social events

About the role

The Administrative Operations Coordinator plays a critical role in ensuring seamless front office operations and supporting key administrative and operational processes across the business.