Front Office Coordinator

Front Office Coordinator Phoenix, AZ • Full-Time • On-Site Highland Cabinetry is a wholesale cabinet distributor serving production homebuilders across the Southwest. We are looking for a Front Office Coordinator to run our front desk and serve as the administrative backbone of our Phoenix office. This is a role for someone who genuinely enjoys both sides of the job: taking care of customers at the counter and on the phone, then turning around and working through detailed paperwork without losing a decimal point. If you are the person who catches the transposed digit before anyone else does, we want to talk. What You'll Do Front Desk & Customer Reception Answer, screen, and route incoming calls and take accurate messages Greet and assist customers, vendors, contractors, and delivery drivers as they arrive Maintain the visitor log and keep the front office and lobby professional and organized Handle incoming and outgoing mail, packages, and courier shipments Order and stock office supplies Payments & Transactions Accept and apply customer payments by check, credit card, and ACH Issue receipts, maintain daily payment logs, and prepare deposit summaries Reconcile daily transaction activity against system records and research discrepancies Keep customer contact, billing, and remittance information current in our ERP Order Paperwork Finalize customer order documentation prepared by our Account Managers (you will not be building or quoting orders) Review documents for accuracy before release, including pricing, quantities, terms, and signatures Distribute confirmations and related paperwork to customers and internal teams Keep digital and physical order files organized and retrievable Records & Business Office Support Perform high-volume, high-accuracy data entry in our ERP system Compile, verify, and file supporting documentation for company transactions Match purchase orders, receiving records, and billing documents, and flag any exceptions for review Maintain vendor and customer records, including W-9s, certificates of insurance, and remittance details Assist with recurring reports, spreadsheet upkeep, and period-end documentation Respond to routine vendor and customer questions about paperwork and account status Support the finance and operations teams on assigned projects What You Bring 2+ years in a front desk, office coordinator, or business administrative role A proven track record of accuracy with payments, numbers, and detailed documentation Intermediate Excel skills (sorting, filtering, formulas, lookups) Solid 10-key and fast, accurate data entry Professional phone and written communication Discretion with confidential company and customer information The ability to get interrupted, help a customer, and return to detail work without losing your place High school diploma or GED Nice to Have Coursework or a degree in business or office administration Experience in wholesale distribution, construction, manufacturing, or building products Hands-on ERP experience (NetSuite is a plus) Experience maintaining vendor or customer records Bilingual English/Spanish Details Schedule: Monday through Friday, standard business hours Pay: $27.00 - $29.00 per hour, depending on experience Benefits: MEDICAL / DENTAL / VISION / PTO / HOLIDAYS / 401(k) Environment: Office attached to an active warehouse; occasional lifting up to 25 lbs