Operations & Administrative Coordinator

Job Description

Job Description

JOIN OUR TEAM

At Aspect Retail Logistics , we keep our customers stores supplied with the everyday products customers depend on. Our high-volume grocery distribution center operates in a safety-first, team-driven environment where reliability, accuracy, and productivity matter.

Specialization: High-Volume Grocery Distribution & Warehouse Operations

The Operations & Administrative Coordinator provides essential support by managing the physical office environment and the backend financial workflows. This role bridges the gap between daily office needs (supplies and catering) and formal financial operations (POs and reconciliation), ensuring that all office spending is documented, approved, and balanced.

Key Duties & Responsibilities

Finance & Operations Support

• Purchase Order (PO) Management: Create, track, and manage POs for all department spending; ensure all purchases have proper internal approvals.
• Invoicing: Receive vendor invoices, match them against POs, and route them to the Finance department for timely payment.
• Account Reconciliation: Perform monthly reconciliation of office credit cards and investigate and resolve any receipt discrepancies.
• Vendor Management: Act as the primary point of contact for building management, cleaning crews, and maintenance technicians.

Office Administration

• Procurement: Monitor and maintain inventory of office supplies, snacks, and stationery; negotiate with vendors to ensure cost-effective ordering.
• Meeting & Event Coordination: Schedule and oversee all "Lunch & Learn" sessions or executive meetings, including catering selection, setup, and cleanup.
• Facility Maintenance: Ensure the office remains organized and professional; troubleshoot minor equipment issues (printers, coffee machines).
• Mail & Deliveries: Sort incoming mail and manage outgoing shipments; handle high-volume deliveries and distribution.

Competencies

Communication & Customer Service: Clear, professional interactions with vendors, building contractors, and employees.

Problem‑Solving: Resolves discrepancies, handles minor office equipment issues, and finds practical solutions.

Vendor Management: Maintains strong relationships; negotiates pricing and service levels effectively.

Event & Logistics Coordination: Plans and supports meetings, catering, and office activities smoothly.

Reliability & Ownership: Takes initiative, follows through, and keeps daily office operations running smoothly.

Adaptability: Responds well to changing priorities and unexpected operational needs.

Professionalism & Confidentiality: Handles sensitive financial/vendor information with discretion.

Qualifications

• High school diploma required.
• Degree in Business Administration, Accounting, Finance, or a related field preferred.

• 2–4 years of experience in an administrative, finance operations, or office management role
• Experience with purchase order processing, vendor coordination, or invoice management strongly preferred.
• Prior exposure to basic accounting or expense reconciliation is preferred.
• Experience working in a fast‑paced office environment supporting multiple stakeholders.
• Familiarity with tools such as Microsoft Office, basic ERP/PO systems, or expense management platforms preferred.

WHY JOIN US?

• Work in an environment where safety is our first priority
• The opportunity to build a career with a growing company
• Medical, dental, and vision coverage for you and your family
• Life and disability insurance
• Wellness programs to support your family’s well-being
• A Retirement Savings Program with a company match
• Company team wear allowance
• Company sponsored social events
• Community volunteering

We are an equal opportunity employer committed to building and fostering a diverse workplace where people feel included and valued. We encourage applications from all qualified individuals.

Where permissible under applicable state and local law, applicants may be subject to pre-employment drug test and background check after receiving a conditional offer of employment.