Job Title

SummaryThe 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 ResponsibilitiesAccounts 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 ManagementConduct 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 ProcessingCollaborate 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 SupportMaintain 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.QualificationsProficiency 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.