Office Coordinator

Under general supervision, performs a variety of difficult, responsible, and specialized administrative and office support functions; creates and maintains specialized reports, records, and files required for department work processes.

Responsibilities

• Ensures security processes are followed with regard to the front desk (driver and visitor sign-in).
• Answers and routes all telephone calls in a polite manner, taking messages and routing to proper individuals in a timely manner.
• Provides scheduling of all inbound and outbound freight in compliance with customer and operational departments.
• Coordinates receiving and shipping documents, verifying accuracy.
• Gathers and maintains all data and records relative to shipping and receiving activities.
• Verifies accuracy on shipping orders and shipping quantities matching picking documents.
• Assists in resolving customer discrepancies.
• Collects all documentation for inbound freight and routes to the proper recording-keeping unit.
• Directs and oversees the pallet control and exchange program.
• Handles facility accounts receivable/payable and vendor invoices.
• Responsible for running specific customer reports and scanning invoices.
• Provides assistance on special projects at the discretion of the Lead Customer Service Representative (CSR), CSR Supervisor, or Office Manager.
• May be involved in timekeeping and other payroll reporting.
• Files appropriate paperwork for the facility as required.
• Performs other administrative tasks as directed by local management specific to the facility’s needs.

Qualifications

• High school diploma or equivalent.
• 2-5 years of office experience.
• Proficient computer knowledge including all MS Office applications.
• Intermediate typing skills and 10-key by touch.
• Experience with shipping software systems including UPS and Federal Express.
• Excellent oral and written communication skills.
• Strong time management, multitasking, reporting, and customer service skills.
• Ability and availability to work irregular or extended hours including nights, weekends, and holidays as needed.