Administrative Coordinator

Responsibilities primarily include maintaining bookkeeping and administrative records, supporting customer service inquiries, managing cash handling and reconciliation processes, preparing financial and operational documentation, coordinating procurement activities, and providing general administrative support. Specific responsibilities may vary depending on the operational needs of the location.

Essential Job Duties

• Provide general administrative assistance to management and staff.
• Perform data entry and maintain records in internal and external databases; create and update spreadsheets; and produce ad hoc reports as requested.
• Provide administrative support to various programs and projects.
• Perform clerical duties including copying, scanning, filing, and organizing documents.
• Perform cash handling and cash control duties, including receiving, recording, balancing, and reconciling customer payments.
• Close out cash registers as needed and reconcile daily cash, credit card, and other payment transactions.
• Prepare and reconcile daily bank deposits while ensuring accurate documentation and recordkeeping.
• Process and coordinate change orders and maintain accurate supporting documentation.
• Reconcile Bills of Lading (BOLs) with shipping documentation to ensure accuracy and completeness.
• Assist with month-end reporting by preparing reports, reconciling records, and maintaining supporting documentation.
• Support procurement activities, including processing purchase requests, maintaining purchasing records, and coordinating with vendors as needed.
• Track, maintain, and organize records related to administrative, financial, and operational activities.
• Assist in handling incoming and outgoing mail and other office correspondence.
• Maintain confidentiality of financial and business information.
• Perform other duties as assigned.

Knowledge/Skills/Abilities

• Knowledge of basic bookkeeping, cash handling, and reconciliation principles.
• Strong attention to detail with the ability to accurately process financial transactions and maintain records.
• Experience preparing bank deposits, reconciling cash activity, and balancing daily transactions.
• Close out cash registers when needed and reconcile daily transactions
• Ability to prioritize multiple administrative and accounting-related tasks while meeting deadlines.
• Strong organizational skills with the ability to maintain accurate documentation and filing systems.
• Excellent customer service and communication skills when interacting with internal and external customers.

Essential Physical Demands/Work 

• Environment Work is primarily sedentary: must be able to sit for extended periods of time and use a computer, keyboard, and mouse, frequently. 
• Travel may be required periodically, including overnight stays (contingent on position requirements). 
• Must be able to lift up to 25 pounds. 

Preferred Requirements

Education & Experience

• High School Diploma/GED equivalent.
• 1+ Years of related experience is required.
• Experience with cash reconciliation, bookkeeping, procurement, or accounts receivable/payable is preferred.
• Experience using Microsoft Excel and accounting or ERP software preferred.