Operations Administrative Coordinator

About the role

Our Operations Administrative Coordinators play a pivotal role in ensuring our business runs smoothly and our clients are always satisfied. You'll manage specific accounts, handle client orders efficiently, and work closely with different teams to ensure we're always meeting our clients' needs.

Responsibilities

• Order Management & Sales Support:
  • Managing and tracking open orders to ensure timely and accurate fulfillment.
  • Citing price and turnaround times as well as preparing sales purchase orders.
  • Note price changes from our suppliers and coordinate with the Sales Team to implement updated pricing for our clients.
  • Demonstrate product knowledge through addressing clients' questions.
  • Keep accurate records pertaining to client purchasing programs.
  • Schedule client services/deliveries to be fulfilled by the Service Team and prepare any related documents, such as PODs.
• Accounting & Billing:
  • Entering vendor/supplier bills and credits into the accounting system for payment.
  • Create and send invoices to clients in a timely manner for goods sold/services rendered.
  • Follow up on payment status for past due accounts and send out monthly account statements.
• Client Onboarding & Relationship Management:
  • Completing the onboarding process for new clients by obtaining all required new account documentation, performing credit reference checks, and setting up new clients in our accounting system.
  • Manage client relationships with excellent service and support.
  • Act as a point of contact for matters related to clients' portfolios.
  • Resolve complaints and prevent additional issues by improving processes.
  • Act as a client advocate with a focus on improving the buyer experience.
  • Coordinate with members of each department to ensure clients' needs are understood and satisfied.
• Product & Supplier Management:
  • Enter and update new and existing products/offerings in our accounting system.
  • Fill out and submit new account forms for new suppliers.
  • Maintain updated knowledge of company products and services.

Requirements

• Education, Experience and Proficiencies:
  • Bachelor’s degree in Business Administration or another related discipline, preferred.
  • High school diploma or equivalent is required.
  • Computer proficiency and technical aptitude with the ability to use Microsoft and Intuit products, specifically Outlook, Word, Excel, SharePoint, OneDrive, and QuickBooks.
  • Excellent communication, organizational, and time-management skills.
  • Ability to thrive in a fast-paced work environment.
  • Highly motivated, strong work ethic.
  • Positive attitude.
  • Strong customer service skills.
  • Proven ability to work and plan effectively in a team environment.
  • Ability to prioritize responsibilities to meet deadlines.
  • Knowledge of safety equipment and the use of PPE is beneficial.