Administrative Coordinator (Front & Back Office) - Billings, MT

Job Description

Job Description

Description:

Who We Are: 

A&I Distributors is a rapidly growing, family and employee-owned, well established wholesale oil distributor, with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. These partnerships, along with unmatched service to our customers, have enabled the company to grow to one of the premier oil distributors in the nation; a long way from our humble beginnings in 1924. 

Position: Administrative Coordinator
Works With: Purchasing, Accounts Receivable, Account Payable, Sales Leadership, Customer Service, Marketing, Operations, Finance, and Senior Leadership
Hours: Minimum 40 hours per week, M-F 8 am to 5 pm with one hour lunch

Location: On-Site

Compensation: $18-20 DOE

Benefit Package: 

· PTO (After one year)

· Paid Sick Time (after 90 days) 

· Holiday Pay

· Health & Dental Insurance

· 401k

· Profit Sharing/ESOP

· Life and Disability Insurance

· Employee Discount

Responsibilities:

We are seeking a versatile Administrative Coordinator who can effectively manage both front office (customer-facing) and back office (administrative/analytical) responsibilities. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

• Answer and manage a multiline phone system; direct calls appropriately
• Provide excellent customer service and assist with general inquiries
• Take orders from existing customers
• Greet visitors and provide company information
• Support communication between departments and customers
• Reconcile sales and rebates and assist with reporting
• Maintain and update spreadsheets and databases
• Create, modify, and manage documents and records
• Organize, scan, and archive files (paper and electronic)
• Prepare and distribute mail, invoices, statements, and internal documents
• Maintain filing systems and storage organization
• Retrieve information and assist other departments as needed
• Cross-train and provide backup support across administrative functions
• Assist with special projects and process improvements
• Learn industry-specific systems and terminology
• Perform additional duties to support company goals

• Strong customer service and communication skills
• Excellent organizational and multitasking abilities with high attention to detail
• Analytical and problem-solving skills
• Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
• Ability to learn new systems (CSD or similar database experience a plus)
• Positive attitude and willingness to learn
• Graphic/design skills are a plus

Experience

• 2–5+ years of administrative or office experience preferred

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