Executive Assistant & Operations Coordinator

Job Description

Job Description

Department:

Administration / Operations Reports to:

Executive Leadership

Position Summary We’re seeking a highly organized, dependable Executive Assistant & Operations Coordinator to support executive leadership and help keep day-to-day business operations running smoothly. The ideal candidate has experience with order entry, purchasing, warehouse coordination, bookkeeping, and logistics, along with strong communication and follow-through.

Key Responsibilities Provide administrative and scheduling support to executive leadership. Enter, review, and track customer orders; follow up on order status and discrepancies. Prepare purchase orders and coordinate with vendors on pricing, availability, and delivery. Help monitor inventory and coordinate receiving, storage, and shipments with warehouse staff. Arrange and track deliveries, freight, and other logistics. Assist with bookkeeping tasks such as invoice processing, expense tracking, account reconciliations, and recordkeeping. Maintain accurate files, reports, customer records, and operational documentation. Communicate with customers, vendors, and internal teams to resolve routine issues. Identify opportunities to improve administrative and operational processes. Handle confidential business information with discretion.

Qualifications Experience in an executive assistant, administrative, operations, or similar role. Background in order entry, purchasing, warehouse operations, bookkeeping, logistics, or a combination of these areas. Strong organizational skills and attention to detail. Clear, professional written and verbal communication. Comfort using spreadsheets, email, and business software such as Quickbooks, accounting, inventory, or order-management systems. Ability to manage multiple priorities, meet deadlines, and work independently. A collaborative, practical approach to solving problems.

Preferred Qualifications Experience supporting business owners or senior executives. Familiarity with accounting software, inventory systems, purchase orders, and shipping documentation. Experience coordinating across office, warehouse, vendor, and customer teams.

To apply:

Please submit a résumé and a brief summary of your relevant experience. \nCompany Description

Distribution and Manufacturing company in building materials. Company Description

Distribution and Manufacturing company in building materials.