Administrative Specialist

We are seeking a detail-oriented Administrative Coordinator to support the daily execution of financial and customer order processes. This role plays a critical part in ensuring the accurate and timely flow of information across sales, production, and accounting.

The ideal candidate thrives in a structured environment, enjoys working with data and systems, and takes pride in maintaining accuracy across transactional workflows.

Key Responsibilities — Administrative Coordinator

Accounts Payable (AP) — Administrative Coordinator

• Perform 3-way matching between purchase orders, receipts, and supplier invoices
• Investigate and resolve discrepancies with internal teams
• Process vendor invoices within the ERP system (M1 preferred)
• Assist with payment preparation in coordination with Accounting

Accounts Receivable (AR) — Administrative Coordinator

• Generate and issue customer invoices based on shipments
• Monitor incoming payments and maintain accurate financial records
• Support follow-up on past-due accounts
• Maintain and update aging reports

Customer Order Administration — Administrative Coordinator

• Receive and process customer purchase orders
• Accurately enter orders into ERP (pricing, quantities, lead times)
• Send order acknowledgments to customers
• Collaborate with internal teams to resolve discrepancies

Quote Administration (Sales Support) — Administrative Coordinator

• Enter and manage quotes within the ERP system
• Track quote validity and expiration timelines
• Support follow-up on outstanding quotes
• Maintain structured and accurate quote data

ERP & Data Accuracy — Administrative Coordinator

• Ensure proper linkage between: Sales Orders, Jobs, Shipments, Invoices
• Maintain clean, accurate, and reliable transactional data
• Support continuous improvement of administrative and operational processes

Qualifications — Administrative Coordinator

Experience

• 3–7 years of experience in administrative, accounting, or order entry roles
• Experience in a manufacturing environment preferred
• ERP experience required (M1 ERP is a plus)

Skills

• Strong attention to detail and high level of accuracy
• Excellent organizational and time management skills
• Ability to work cross-functionally with multiple departments
• Proficiency in Microsoft Excel and ERP systems
• Clear and professional written and verbal communication

Profile

• Process-driven and highly structured
• Reliable and consistent in execution
• Comfortable managing multiple tasks simultaneously
• Proactive problem-solver with strong follow-through

Why Join Us — Administrative Coordinator

• Stable, process-driven environment
• Opportunity to work cross-functionally with key departments
• Hands-on role with direct impact on operations and financial accuracy
• Growth potential within operations, accounting, or customer support

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