Administrative Coordinator

Distribution Administrative Coordinator

The Distribution Administrative Coordinator provides administrative and operational support to the Distribution Department. This role serves as a central point of coordination between drivers, distribution leadership, customers, sales, accounting, and corporate support functions. The position is responsible for maintaining accurate records, processing distribution paperwork, supporting route operations, assisting with payroll and attendance tracking, entering orders, preparing reports, and ensuring the efficient flow of information throughout the branch.

The successful candidate must demonstrate strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced distribution environment.

Distribution Operations Support

• Review and process daily route paperwork for completeness and accuracy.
• Identify missing delivery tickets, signatures, invoices, and supporting documentation.
• Coordinate with drivers, route settlement, and accounting to resolve paperwork discrepancies.
• Prepare driver paperwork, route packets, and supporting documentation for upcoming deliveries.
• Sort, organize, file, and maintain distribution records and reports.
• Perform daily wholesale order reviews and order verification.
• Assist with route cuts and scheduling adjustments as directed.
• Process and enter customer orders accurately and timely.
• Support school delivery programs, standing orders, and seasonal delivery schedules.
• Assist with scrap reporting, route performance reporting, and operational analysis.
• Compile and distribute operational reports as requested by management.
• Maintain truck, fuel, and distribution-related tracking reports.

Driver and Customer Support

• Serve as a communication resource for drivers throughout the day.
• Respond to customer inquiries regarding deliveries, schedules, and service concerns.
• Communicate delivery updates and coordinate issue resolution between customers and operations.
• Assist with customer service recovery efforts and follow-up activities.
• Coordinate equipment-related service requests, deliveries, and removals.

Reporting and Analytical Support

• Prepare weekly operational and branch performance reports.
• Compile labor, route, productivity, fuel, and delivery metrics.
• Maintain spreadsheets, records, and databases used by distribution leadership.
• Assist management with special projects and operational improvement initiatives.

General Administrative Duties

• Answer and route phone calls.
• Monitor and respond to department emails.
• Prepare reports, presentations, and correspondence.
• Perform filing, scanning, data entry, and document management duties.
• Provide administrative assistance to Distribution Management as needed.
• Perform additional duties and projects, as assigned.

Required Qualifications

• High School Diploma or GED required.
• Minimum of two years of administrative, office support, logistics, transportation, distribution, or related experience preferred.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Strong data entry and organizational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.

About Prairie Farms "Farmer Owned. Locally Produced. Since 1938."

We are a farmer-owned cooperative. This means we are owned and operated by over 800+ farm families who are critical members of society. They have selflessly taken on the tremendous task of producing nutritious, high-quality milk for a growing population, which requires being on the job 24/7, 365 days a year.

Our Mission:

• To produce dairy products of the highest quality
• To conduct our business with professional integrity
• To exceed expectations of our customers and consumers
• To support our communities in a positive, sustainable manner
• To deliver exceptional patronage to our network of farm families
• To simply "do right" for our farm families, employees, and communities

EEO Statement

Prairie Farms Dairy, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.