Administrative & Operations Coordinator

Job Description

Job Description

Position Overview

MC Armor is seeking a highly organized and detail-oriented Administrative & Operations Coordinator to support daily business operations. This role is responsible for managing financial records in QuickBooks, overseeing inventory tracking, coordinating logistics, and ensuring that administrative documentation and compliance requirements are up to date.

The ideal candidate is proactive, reliable, and capable of managing multiple operational tasks while maintaining accuracy and efficiency.

Key Responsibilities

Financial Administration

• Maintain and update financial records using QuickBooks, handifox.
  
  
• Record invoices, payments, and expenses

• Assist with accounts payable and receivable tracking
  
  
• Coordinate with the external accounting firm for monthly reconciliation and reporting

• Organize financial documentation for tax and audit purposes

Inventory Management

• Track product inventory and stock levels

• Update inventory records and monitor discrepancies

• Coordinate with warehouse or production staff regarding inventory movements

• Prepare periodic inventory reports

Logistics Coordination

• Arrange domestic and international shipments
  
  
• Prepare shipping documentation and coordinate with carriers

• Track deliveries and ensure timely arrival of goods

• Support order fulfillment and logistics planning

Administrative Management

• Maintain and organize company licenses, permits, and certifications
  
  
• Track renewal dates and compliance requirements

• Manage office documentation and records

• Process payments related to operational expenses

• Support general office administration and coordination

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Accounting, Logistics, or related field preferred

• 2+ years of administrative or operations experience
  
  
• Experience with QuickBooks 
  
  
• Strong knowledge of Microsoft Office
  
  
• Experience with inventory management systems is a plus

• Excellent organizational and multitasking skills

• Strong attention to detail and accuracy

• bilingual English / spanish

Key Skills

• Financial record management

• Inventory tracking

• Logistics coordination

• Administrative organization

• Communication and teamwork

• Problem-solving and accountability

Preferred Characteristics

• Highly organized and process-oriented

• Trustworthy with confidential financial information

• Able to work independently and prioritize tasks

• Comfortable working in a fast-growing operational environment