Office Coordinator Lead in San Diego, California at Industrial Metal Supply Co

COMPANY OVERVIEW:

Industrial Metal Supply, founded in 1948, is a leading metals distributor with seven locations serving California and Arizona. We are entering an exciting new growth phase as we strive to expand our brand awareness and enhance our customer experience. IMS is committed to safety, quality, reliability, and operational excellence across all areas of the business.

Position Overview

The Lead Office Coordinator is responsible for leading and coordinating the administrative operations of the branch while ensuring efficiency, accuracy, and compliance across all office functions. This role serves as a key partner to Branch Leadership and collaborates closely with Sales, Operations, Finance, Quality, and Corporate departments to support business objectives and deliver exceptional service to both internal and external customers.

The Lead Office Coordinator is expected to demonstrate strong organizational and leadership skills, exercise sound judgment, anticipate operational needs, and proactively implement solutions that improve branch performance. This position serves as a subject matter expert for administrative processes and provides guidance, training, and support to office personnel while fostering a culture of accountability, teamwork, and continuous improvement.

Key Responsibilities

Administrative Leadership & Team Support

• Serves as the go-to resource for the administrative team to ensure efficient and accurate office operations. Establish and maintain high standards of administrative quality, consistency, and customer service.[JM1]
• Manage branch correspondence, including email, telephone, and mail communications, with professionalism and discretion.
• Participate in Branch Leadership (L10) meetings by providing updates, analysis, and recommendations related to corrective actions (CARs), branch systems, customer concerns, and operational performance.
• Coordinate new hire onboarding activities, including orientation scheduling, preparation of welcome materials, and collection of required employment documentation.
• Upload customer invoices and supporting documentation to customer portals in accordance with contractual requirements.

Office & Operational Coordination

• Coordinate branch meetings, travel arrangements, and employee events in partnership with Branch and Regional Leadership.
• Proactively identify and resolve administrative and operational needs related to office supplies, equipment, facilities, and workflow improvements.
• Administer the monthly office self-inspection program, ensuring corrective actions are completed and work conditions remain safe and organized.
• Coordinate customer documentation, including REACH, RoHS, Material Test Reports (MTRs), Proofs of Delivery (PODs), sales order documentation, and other compliance-related records to ensure timely and accurate customer support.

Cross-Functional Communication & Customer Support

• Serve as the primary administrative liaison between Sales, Operations, Quality, Finance, and Corporate departments, delegating projects as needed.
• Respond to customer and vendor inquiries professionally while providing timely and effective resolution.
• Support Sales and Operations through administrative follow-up on documentation, order discrepancies, shipment confirmations, and customer requests.
• Maintain consistent communication with the Regional Manager regarding branch operations, priorities, and administrative initiatives.

Financial Administration & Compliance

• Perform daily branch balancing, reconciliations, deposits and data verification within BisTrack to ensure financial accuracy.
• Process credit notes, verify billing accuracy, and review Will Call and delivery transactions for completeness and compliance.
• Administer petty cash, branch deposits, Safety Lotto payouts, PIR awards, POA checks, and other branch financial transactions in accordance with company policies.
• Ensure compliance with company policies, quality management requirements, safety standards, and applicable regulatory requirements.
• Maintain confidentiality and accuracy when handling financial and employee information.

Process Improvement & Operational Excellence

• Lead and participate in projects designed to improve administrative efficiency, communication, and branch operations. Recommend process improvements and best practices.
• Support leadership during internal and external audits by preparing documentation, reports, and performance metrics.
• Help ensure continuity of operations by sharing knowledge across the team

Qualifications

• Excellent organizational, time management, problem solving and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and company operating systems, including BisTrack.
• Strong customer service orientation with the ability to build collaborative relationships across all levels of the organization.
• Ability to work independently while effectively managing multiple priorities in a fast-paced environment.

LIFE AT IMS

The Company strongly believes that the more diverse our team, the better our work will be. We are committed to equal opportunity employment and celebrates inclusion in all circumstances. As an employee, you can expect:

• A supportive, inclusive atmosphere on a team that values your contributions.
• An attractive and competitive compensation package.
• Opportunities for growth and development via work experience and offerings from our HR/People Resources team and Learning and Development program.
• Frequent in-office events, lunch and learns, volunteer opportunities, and more.
• A generous and well-rounded benefits program featuring: Vacation, Sick Leave, comprehensive medical benefits, retirement plans, tuition reimbursement,401k with company match, and much more

The Company believes that each team member makes a significant contribution to our success.  That contribution should not be limited by the assigned responsibilities outlined in a job description.  Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the employee or the organization to just the work identified. It is our expectation that each team member will offer his/her services wherever and whenever necessary to ensure the success of our endeavors and to pursue individual career growth