OPERATIONS & ADMINISTRATIVE COORDINATOR

Pacific Northwest Epoxy and Coatings Supply Fife, WA Job Details Full-time $27 - $33 an hour 1 day ago Benefits Dental insurance 401(k) Qualifications Office supply management Customer communication Staff supervision Space planning Office activity coordination Office record organization

Full Job Description Operations and Administrative Coordinator Department:

Sales Operations /

Administration Reports To:

Store Manager and/or

CEO Primary Systems:

QuickBooks Online (QBO), Clover, CRM, Microsoft Excel, Slack, UPS, MyCarrier, email, and other company-designated systems Position Summary The Operations and Administrative Coordinator manages the administrative processing of confirmed customer orders—from Sales Order handoff through purchasing, fulfillment coordination, invoicing, payment processing, Accounts Receivable follow-up, and tax-exemption documentation. This role maintains complete and accurate records in QuickBooks Online, supports communication among customers, Sales, vendors, Logistics, Warehouse, Accounting, and management, and performs monthly controls to identify orders that may have been fulfilled but not invoiced. The ideal candidate is highly organized, detail-oriented, responsive, and committed to maintaining accurate records, timely communication, and strong internal controls. Essential Duties and Responsibilities 1. Sales Order and QBO Administration Monitor completed Sales Orders as the administrative work queue. Sales is responsible for converting each accepted Estimate into a Sales Order, which signals the Coordinator to begin purchasing, coordinate Warehouse fulfillment, and prepare customer invoicing. Review each Sales Order for complete and accurate customer information, products, quantities, pricing, customer purchase order or reference number, requested timing, shipping or pickup method, payment terms, payment method, credit status, tax treatment, and special instructions. Manage the administrative processing of confirmed Sales Orders and coordinate order details with Sales, vendors, Logistics, Warehouse, Accounting, and management. Maintain complete, accurate, and traceable customer, purchasing, fulfillment, billing, and collection records in QBO and other designated systems. Use the same transaction number for the Estimate, Sales Order, Purchase Order, and Invoice whenever available. When a matching Invoice number is unavailable, follow the company-designated alternate numbering convention. Review ship-to information and tax treatment for each order and make authorized corrections in accordance with current company nexus and exemption procedures. 2. Purchasing and Vendor Follow-Up Review confirmed Sales Orders and determine which products must be purchased. Create Purchase Orders using the correct vendor, products, quantities, costs, ship-to location, expected delivery information, and customer or order reference. Send and track Purchase Orders and vendor acknowledgments. Follow up with vendors regarding acceptance, product availability, ship dates, backorders, partial shipments, carrier information, and tracking details. Include designated shared company email addresses on applicable purchasing and freight communications to ensure logistics remain centrally visible and traceable. Notify the applicable Sales Representative when vendor acceptance and shipping information become available so the customer can be updated promptly. Coordinate with Logistics regarding shipment tracking and current estimated arrival information. 3. Invoicing and Fulfillment Documentation Create and send customer Invoices when drop-ship or stock orders are confirmed, in accordance with company release and payment procedures. Maintain the company's invoicing control structure. Customer invoicing is owned by this position. Sales Representatives may invoice only as designated backup, and Warehouse employees do not create customer Invoices. Verify quantities fulfilled and document the actual shipment or pickup date, carrier, tracking number, and other required fulfillment information. Retain signed packing slips and related transaction documentation for customer pickups. Apply the correct payment terms, authorized discounts, freight charges, and sales-tax treatment. Apply sales tax when a valid exemption cannot be verified or substantiated. 4. Monthly Unbilled-Order Audit At the end of each month, audit closed Purchase Orders and shipping information in UPS and MyCarrier to identify vendor bills or customer shipments that may not have been invoiced. Reconcile closed Purchase Orders, vendor bills, UPS records, and MyCarrier freight records with the related Sales Orders, customer Invoices, and fulfillment documentation. Investigate missing, incomplete, or unmatched billing records and communicate discrepancies to the applicable Sales Representative, Accounting, and management as appropriate. Create and send missed customer Invoices after confirming products, quantities, pricing, freight, tax treatment, and fulfillment status. Document audit findings, completed corrections, and unresolved exceptions requiring Accounting or management follow-up. 5. Accounts Receivable and Payment Processing Process authorized credit-card payments on the Invoice due date in accordance with documented customer authorization and company procedures. Obtain customer approval before processing a payment when required by the customer's authorization classification. Apply payments accurately to existing customer Invoices. Do not use a Sales Receipt to record payment against an existing Invoice. Review the QBO Accounts Receivable Aging report and follow up on unpaid Invoices, payment statuses, and approved payment terms. Maintain the designated Accounts Receivable tracking workbook with Invoice details, contact dates, customer contacts, collection notes, disputes, payment commitments, promised payment dates, next actions, and escalations. Escalate materially overdue, repeatedly delinquent, disputed, or over-limit accounts for credit review or hold decisions. 6. Expense Reconciliation Reconcile the Sales Manager's credit-card expenses monthly using the company-designated reconciliation process. Review transactions for required receipts, supporting documentation, business purpose, and accurate expense coding. Follow up regarding missing receipts, incomplete documentation, or unclear transactions. Complete and submit the monthly reconciliation within the required close timeline. Communicate unresolved reconciliation items to Accounting. 7. Credit Applications and Customer Terms Provide credit applications to customers, explain the application process, and review returned applications for completeness. Follow up with customers to obtain missing or incomplete information. Forward completed applications and requested terms to the CFO, Sales Manager, or other designated approver. Do not independently approve, grant, or modify customer credit terms. Communicate approved credit decisions and applicable conditions to customers. Update approved payment terms, customer classifications, and credit limits in QBO. Maintain credit-card authorization forms and customer payment classifications. Recognize that a stored credit card does not, by itself, authorize the company to process a charge. Payment information must be handled only through approved systems and procedures. 8. Reseller Permits and Tax-Exemption Documentation Verify Washington reseller permits through the Washington Department of Revenue before generating a tax-exempt Invoice when required by company procedure. Confirm that the permit belongs to the customer, the permit number is correct, the permit is active, and its effective dates cover the transaction. Attach required permit documentation to the customer's QBO account and designated shared files. Record permit numbers and expiration dates and monitor documentation for required renewal. Apply sales tax and communicate with the customer when a permit is expired, inactive, revoked, unverifiable, or otherwise insufficient to substantiate the exemption. 9. Customer and Internal Communications Verify that customer email recipients are established as CRM contacts and attached to the correct company record. Follow all company-required CRM documentation and communication-logging procedures. Communicate professionally and promptly with the applicable Sales Representative throughout the purchasing, fulfillment, shipping, invoicing, and collection processes. Keep customers, Sales, vendors, Logistics, Warehouse, Accounting, and management informed of relevant order updates, delays, exceptions, and required actions. Inform and involve the applicable Sales Representative in payment issues and collection follow-up. Include Sales in customer credit-application and payment-terms conversations while preserving management's approval authority. 10. Retail Sales Backup and Warehouse Documentation Provide backup support for retail and customer-counter activities by assisting with orders and Estimates for existing customers whose pricing is already established. Use established pricing and approved account terms. Refer new pricing, pricing changes, discounts, and exceptions to the applicable Sales Representative or authorized manager. Process signed packing slips and related order documentation provided by Warehouse for qualifying early-morning releases. Create the appropriate customer Invoice based on the completed Warehouse documentation. Maintain the distinction between a Sales Receipt and an Invoice. A Sales Receipt must not be used to record payment against an existing Invoice or for a transaction intended to be billed later. 11. Internal Controls and Accountability Maintain appropriate separation of duties among Sales, Warehouse, Administration, Accounting, and management. Process payments only within documented customer authorization and established company procedures. Follow management direction regarding customer credit holds, account restrictions, and approved exceptions. Protect customer payment information, company records, and system access credentials. Promptly escalate material discrepancies, billing errors, collection concerns, tax-documentation issues, process failures, or other operational risks. Perform other reasonable administrative or operational duties assigned by the company.

Core Performance Expectations Accuracy:

Transactions and supporting records are complete, correctly coded, properly documented, and traceable across company systems.

Timeliness:

Sales Orders, Purchase Orders, Invoices, payments, Accounts Receivable follow-up, and month-end controls are processed within established deadlines.

Communication:

Customers, Sales, vendors, Logistics, Warehouse, Accounting, and management receive timely, professional, and useful status updates.

Internal Controls:

Authorization limits, invoicing responsibilities, separation-of-duties requirements, tax-exemption procedures, and payment-processing controls are followed consistently.

Ownership:

Exceptions are investigated, documented, escalated appropriately, and followed through to resolution.

Confidentiality:

Customer information, payment data, company records, and system credentials are handled securely and only through approved processes.

Pay:

$27.00 - $33.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance

Work Location:

In person