Job Description

Summary

The Operations Support & Administrative Coordinator is responsible for providing essential support across accounts payable, accounts receivable, inventory control, and general office administration. This role ensures accurate and timely financial processing, maintains up-to-date inventory records, and contributes to the smooth operation of daily office activities.

Key Responsibilities

Accounts Payable (A/P)

• Process A/P invoices for both stock and drop-ship items.
• Reconcile invoices to purchase orders (POs) and resolve discrepancies involving pricing, quantities, or part numbers by working closely with Procurement and vendors.
• Code invoices upon receipt of goods and enter them into SAP, ensuring that all documentation is scanned and properly attached.

Accounts Receivable (A/R)

• Process customer invoices for shipments.
• Verify freight charges and ensure shipments are billed to the correct accounts; use X-Carrier to obtain shipping and tracking details when needed.
• Scan and attach packing slips to corresponding GRPOs in SAP.

Inventory & Order Management

• Conduct regular cycle counts; enter findings into SAP and resolve discrepancies to maintain inventory accuracy.
• Communicate inventory count results to management and key stakeholders.
• Monitor overnight orders to ensure timely release and shipping.
• Update the Open Sales Order Report and notify relevant personnel of any issues, such as incorrect warehouse assignments or unplaced orders.

Returns Processing

• Collaborate with Customer Service Representatives and Sales to determine the cause of returns.
• Assess and communicate applicable restocking fees.
• Issue customer credits once returned parts are received and processed.

Office & Administrative Support

• Maintain office and breakroom supplies, equipment, and vendor relationships.
• Schedule and coordinate routine maintenance and repairs with service providers.
• Greet visitors and direct them to the appropriate personnel.
• Coordinate catering and office events as needed.
• Reconcile monthly credit card statements, organize receipts, and assign appropriate general ledger (G/L) codes.

Qualifications

• Proficiency in SAP or comparable ERP systems.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Ability to prioritize tasks and work effectively in a fast-paced environment.
• Prior experience in accounts payable/receivable and inventory control preferred.

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