Administrative Operations Coordinator

Benefits:

Free food & snacks

Free uniforms

Health insurance

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