Front Office Coordinator

Job Description

Job Description

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