Operations Administration Coordinator - Tampa, FL

What You’ll Do 

The Operations Administration Coordinator will support the daily operations of the organization by managing administrative tasks, coordinating activities, and ensuring efficient processes. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various departments. 

You will: 

• Create and Execute Customer Lien Releases. 

• Responsible for branch inventory credit card and reconciling all inventory purchases in Concur.  

• Aware of on-hand office and janitorial supplies and ordering as needed.  

• Keep User Job DAP and SAP queues clean (“Direct Accounts Payable” and “Stock Accounts Payable”). This includes answering all Eclipse trackers and approving payables for Lot Directs.  

• Keep Freight Audit Queue/Freight Audit Report clean (by billing to customer on appropriate sales order or by expensing to your branch)  

• Keep Return Goods Queue clean (by reviewing/approving stock returns and processing returns to vendors)  

• Manager the Invoice Preview Queue  

• Assist management team with maintaining currency of all inspections, permits, certificates, and licensing  

• Make timecard adjustments in Ceridian Time Professional   

• Maintain current Notary certification/stamp and notarizes branch documents Enter tracking info into Eclipse order headers for our outbound orders.  

• Inbound freight from overhead freight carriers, FedEx, Cannon, UPS 

• Make changes to orders in Eclipse once invoiced  

• Reconcile cashbox on a schedule and turns in report to CASHBOX team  

• Process customer payments on accounts when needed  

• Process credit rebills as needed and notifying A/P (for POs) and CASH APP (for SOs) to clear the offsetting ones as appropriate  

• Open mail and prepares overhead invoices in a timely manner for approval  

• Set up new vendors as needed (trade and overhead)  

• Handle vendor proforma invoice check requests and overhead emergency check requests as needed  

• Communicate with vendors to obtain vendor invoices copies/credit memos/tracking info/proof of delivery as needed for sales team, Sonepar audit, and/or accounts payable department (also uploads and attaches copies to corresponding orders in Eclipse)  

• Work AP preview Queue 

• Answer vendor/customer questions and requests for invoice/statement copies, billing issues, etc. 

• Work with Central Purchasing with filing freight claims, or AP on short shipments from central purchasing deducts, etc. from vendors 

What You’ll Bring 

Education and/or Experience:  

• Associate’s degree (A.A.) or equivalent from two-year College or   

• Technical school; or    

• Six months to one-year related experience and/or   

• Training; or equivalent combination of education and experience. 

Requirements: 

• Strong organizational and multitasking abilities.  

• Excellent written and verbal communication skills.  

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).  

• Ability to work independently and as part of a team.  

• Attention to detail and problem-solving skills.  

• Knowledge of operational processes and best practices.  

• Write routine reports and correspondence.     

• Speak effectively before groups of customers or employees of an organization.    

• Interface in a customer responsive manner over the telephone and in person.  Able to handle difficult customer situations with diplomacy.     

• Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.