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Administrative Operations Coordinator

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Job Overview

Position Title: Administrative Operations Coordinator

Department: Operations

Reporting To: General Manager


Position Summary

The Administrative Operations Coordinator is responsible for managing and streamlining office activities while providing essential support to team members in operational functions. Key responsibilities include handling invoicing, managing supplier and customer data, overseeing payroll, performing account reconciliations, generating financial reports, and executing human resources tasks, including staff training and development. This role is crucial for ensuring the smooth operation of daily office functions.


Key Responsibilities

  1. Manage overall office administration and provide support across various functions.
  2. Ensure accuracy in supplier and customer shipment data throughout all operational stages.
  3. Maintain and update supplier, customer, and booking information in the database.
  4. Generate and process invoices, manage payments, and follow up on collections. Assist with project billing and customer requests.
  5. Conduct monthly financial reviews with the General Manager.
  6. Handle various HR functions, including onboarding new employees and training office staff. Monitor attendance, timesheets, and payroll.
  7. Coordinate general administrative tasks as needed, such as phone management and scale operations.
  8. Support the General Manager and other team members with supplier and customer inquiries, safety information, and financial documentation.
  9. Perform additional administrative duties, including ordering supplies and addressing maintenance issues.
  10. Act as a backup for other office roles as required.
  11. Assist with fleet management, including driver dispatching and maintaining accurate records.
  12. Supervise and mentor junior office staff as necessary.
  13. Carry out other duties as assigned.
  14. Participate in the company's safety initiatives and promote a culture of safety.

Skills and Qualifications

  • Excellent organizational and planning abilities.
  • Fundamental accounting knowledge.
  • Strong written and verbal communication skills with the ability to influence and build consensus.
  • Ability to work independently, manage multiple tasks, and prioritize effectively.
  • Detail-oriented, adaptable, and self-driven.
  • Customer-focused with a keen attention to detail.
  • Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
  • Able to respond effectively to changing situations and information.

Reasoning Skills

Ability to apply common sense to follow instructions and address problems involving multiple concrete variables in standardized situations.

Educational Background

  • High School diploma or equivalent required.
  • Associate's degree preferred.

Experience Requirements

  • At least five years of experience in office management or a related field preferred.
  • Two years of experience in accounting, bookkeeping, or financial roles preferred.
  • Bilingual (English/Spanish) is advantageous.

Physical Requirements

The physical demands outlined here are representative of those required to successfully perform the essential functions of this position. While performing the duties of this role, the employee is frequently required to sit, talk, or hear, and use hands to handle or manipulate objects. The employee is regularly required to stand and walk. Occasionally, the employee may need to stoop, bend, or reach overhead. The employee must be able to lift up to 10-25 pounds as needed. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


Work Environment

The characteristics of the work environment described here are representative of those an employee may encounter while performing the essential functions of this position. The role may involve occasional visits to operational areas, which may include outdoor environments and proximity to heavy equipment, necessitating the use of appropriate personal protective equipment (PPE).