Operations & Administrative Coordinator (Part-Time)
ADAMS Hydro Valves Inc.Company Overview The ADAMS Group is a leading manufacturer of high-quality valves for critical applications in various industries. Founded in 1960 in Germany, ADAMS has expanded its global footprint for more than 60 years and currently employs more than 300 people around the globe. As a family-owned business with a global footprint, we combine the benefits of a non-publicly traded company with the benefits of having exposure to international clients and markets. ADAMS Hydro Valves Inc. is a fully owned subsidiary of the ADAMS group. We specialize in the Hydro & Dams as well as Water & Wastewater sectors. Located in Ontario, California, ADAMS Hydro Valves Inc. services all clients in the United States and Canada. We work closely with our main manufacturing plant in Switzerland as well as our service shop in Houston, Texas. Our products include butterfly valves, spherical valves, ball valves, fixed cone valves, needle valves, pressure relief valves, and more. Our clients rely on our high-quality valves for critical applications such as Turbine Shutoff Valves or Main Inlet Valves, Penstock Shutoff Valves, Low Level Outlets, Pump Suction and Pump Discharge Valves, and more. As a full-service provider, we offer full system integration of our valves, starting with planning, design & engineering, through manufacturing, testing, and installation and commissioning of our valves. Job Description As an Operations & Administrative Coordinator, the successful candidate will provide administrative, bookkeeping, and logistics coordination support for our growing business. The position will serve as a key point of contact between suppliers, freight forwarding partners, customers, and internal stakeholders to ensure business operations run efficiently. The Operations & Administrative Coordinator will be responsible for coordinating international shipments from Europe to North America through our freight forwarding partners, maintaining operational records, processing expenses and invoices, supporting bookkeeping activities, and assisting with general office administration. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working with both domestic and international business partners. Responsibilities Operations & Logistics Coordination Coordinate international shipments from Switzerland, Germany, Italy, and other supplier locations to destinations in the United States and Canada. Act as the primary liaison between suppliers, freight forwarders, and internal stakeholders. Schedule shipment pickups and deliveries. Track shipment progress and communicate status updates. Obtain freight quotations when requested. Maintain shipping records, commercial invoices, packing lists, and transportation documentation. Coordinate with suppliers to ensure shipment readiness and documentation accuracy. Assist management with monitoring duties, tariffs, transportation costs, and import-related expenses. Follow up on delayed shipments and assist in resolving logistics issues. Bookkeeping & Financial Administration Process vendor invoices and maintain payment records. Prepare and submit expense reports. Assist with accounts payable activities. Support accounts receivable tracking and customer invoicing. Coordinate with the company's accounting firm and external service providers. Maintain organized financial and operational records. Assist with month-end reporting and administrative reconciliations. Administrative Support Maintain company files and operational documentation. Schedule meetings and coordinate calendars. Assist with preparation of proposals, presentations, and client documents. Support management with special projects and operational initiatives. Maintain vendor, customer, and supplier contact databases. Assist with travel arrangements and related expense tracking. Qualifications Required 3+ years of experience in office administration, operations, bookkeeping, project coordination, or a similar role. Strong profic…