Administrative & Warehouse Coordinator

Job Summary We are seeking a reliable, honest, and detail-oriented Administrative & Warehouse Coordinator to join our team. This position involves a split between warehouse order packing and office duties. Order packing operations are busiest in the early mornings, with office duties primarily in the afternoons. The ideal candidate will be responsible for invoicing and administrative support, petty cash handling, and assisting with warehouse operations including order fulfillment, shipping and receiving, equipment operation, and opening/closing duties. Key Responsibilities Answer incoming calls, respond to emails, and assist customers with product inquiries, pricing, and availability. Process customer orders, prepare quotations, invoices, receipts, and credit memos. Operate the Point of Sale (POS) system and accurately process customer transactions. Make outbound customer calls for order follow-ups and sales support. Maintain accurate customer information and records using CRM and accounting systems. Perform general administrative duties, including data entry, filing, document preparation, and report checking. Communicate with suppliers regarding orders, availability, and deliveries. Enter vendor bills, customer invoices, credit memos, and other transactions into QuickBooks. Assist with accounts payable and receivable. Perform bank and credit card reconciliations and audits for multiple affiliated companies, including reviewing and reconciling intercompany transactions to ensure accurate financial records. Verify transaction accuracy and maintain organized accounting documentation. Provide administrative and bookkeeping support for affiliated businesses. Warehouse & Logistics Operations Assist colleague with Pick, pack, label, and prepare customer orders accurately and efficiently. Receive incoming shipments, inspect product conditions, and verify quantities against purchase orders. Safely operate forklifts and manual or electric pallet trucks (pump trucks) to load, unload, and move inventory. Retrieve and relocate pallets (skids) from upper warehouse racks to lower-level picking locations to maintain adequate stock levels. Apply First In, First Out (FIFO) and First Expired, First Out (FEFO) inventory rotation methods to ensure proper stock rotation and minimize expired or outdated products. Organize warehouse shelves, inventory locations, and product labeling to maximize storage efficiency and accessibility. Maintain accurate inventory records, conduct regular stock counts, and report inventory discrepancies. Coordinate shipping and receiving activities, including courier pickups, freight shipments, and supplier deliveries. Perform occasional local customer deliveries and supplier pickups, ensuring products are safely loaded, secured, and transported. Maintain accurate shipping, receiving, and delivery documentation. Maintain a clean, organized, and safe warehouse environment in accordance with company safety procedures. Teamwork & Daily Operations Assist with opening and closing the office and warehouse as scheduled. Be available to begin work at 6:30 a.m. or close at 4:30pm Provide coverage for coworkers during breaks, absences, vacations, and busy periods. Work collaboratively with team members to complete daily tasks efficiently. Maintain high standards of punctuality, attendance, professionalism, and accountability. Take initiative in identifying and resolving daily operational issues. Maintain a clean and organized warehouse, office and customer service area. Qualifications & Requirements College diploma or post-secondary education required, preferably in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field. Previous experience in office administration, customer service, order processing, or warehouse operations. Strong working knowledge of QuickBooks and POS systems. Experience handling petty cash, invoicing, and accounting transactions. Forklift operating experience required. Abi…

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