Administrative Coordinator

Position Overview The Administrative Coordinator supports daily office operations for a white glove moving, storage, and designer receiving company. This role serves as a central coordination point between clients, interior designers, warehouse operations, and field crews. The focus is accuracy, responsiveness, and maintaining clean operational flow across scheduling, billing, and receiving workflows. This is an in office position based in Carlsbad Schedule and Compensation Full time, Monday through Friday, 8:00am to 4:00pm Core Responsibilities Client and Communication Management Answer inbound phone calls and respond to client inquiries Communicate with clients, designers, vendors, and internal team members Provide updates on scheduling, deliveries, and general service questions Route issues or escalations to ownership when needed Scheduling and Dispatch Coordination Schedule moves, deliveries, installations, and receiving appointments Coordinate availability between warehouse, crews, and clients Maintain daily schedule accuracy and adjust as changes occur Prepare and print daily route sheets and job packets for crews Receiving, Inspection, and Documentation Send inspection reports for incoming designer goods Maintain accurate records of item condition, pass/fail results, and delivery notes Organize digital documentation for all incoming and outgoing items Support warehouse communication on exceptions, damages, or discrepancies Billing and Accounts Support Create and send customer invoices for moving, storage, and receiving services Follow up on outstanding balances and payment status Assist with basic bookkeeping support and record accuracy Ensure job completion aligns with billing accuracy before invoicing Office and Operations Support Maintain organized internal systems and documentation Support ownership with administrative projects and follow ups Assist in improving workflow efficiency across office operations Ensure communication threads are completed and not left unresolved Performance Expectations High accuracy in scheduling and documentation Fast and professional communication response time Ability to manage multiple priorities without losing detail Strong organizational discipline in digital and physical records Reliability in daily office workflow execution

Pay:

$22.00 - $28.00 per hour

Work Location:

In person