Office & Warehouse Administrative Coordinator in Rockford, Illinois at KADON PRECISION MACHINING, LLC

Position Summary

The Office & Warehouse Administrative Coordinator serves as a key support role responsible for front-office administration, account payable processing, shipping and receiving documentation, and inventory management support. This position operates in a mixed office and warehouse environment, acting as a liaison between administrative, accounting, logistics, and warehouse functions, The ideal candidate is organized, detail – oriented, and capable of managing multiple priorities while maintaining accurate records and providing exceptional customer service

Reception & Administrative Support

· Greet and assist visitors, vendors, customers, and delivery personnel.

· Answer and direct incoming telephone calls and emails.

· Maintain office supplies and coordinate office-related purchases.

· Receive, distribute, and process incoming and outgoing mail.

· Prepare correspondence, reports, filing, and other administrative documents.

· Maintain organized records and filing systems, both electronic and paper.

Accounts Payable

· Process vendor invoices and match invoices to purchase orders and receiving documentation.

· Verify invoice accuracy and obtain appropriate approvals.

· Enter invoices into accounting software and maintain vendor records.

· Assist with payment processing and vendor inquiries.

· Reconcile statements and investigate discrepancies.

· Support month-end accounting activities as needed.

Shipping & Receiving Administration

· Prepare and process shipping documents, bill of lading, packing slips, and freight paperwork.

· Verify incoming shipments against purchase orders and receiving documents.

· Coordinate with carries, vendors, and warehouse personnel regarding shipments and deliveries.

· Maintain shipping and receiving records and documentation.

· Assist with scheduling pickups and deliveries.

Inventory Management Support

· Enter and maintain inventory transactions in company systems.

· Monitor inventory levels and report discrepancies.

· Assist with cycle counts and physical inventory activities.

· Investigate inventory variances and support corrective actions.

· Maintain accurate inventory records and documentation.

General Operations Support

· Collaborate with warehouse, purchasing, accounting, and customer service teams.

· Support continuous improvement efforts related to inventory accuracy and administrative processes.

· Assist management with special projects and other duties as assigned.

· Maintain compliance with company policies, safety procedures, and quality standards.

· Assist management with special projects and other duties as assigned.

· Maintain compliance with company policies, safety procedures, and quality standards.

Education & Experience

· High school diploma or equivalent required.

· 2+ years of experience in administrative, accounts payable, shipping/receiving, inventory control, or related roles.

· Experience working in a manufacturing, warehouse, distribution, or logistics environment preferred.

Skills & Abilities

· Proficiency in Microsoft office suite (word, excel, outlook).

· Experience with ERP, inventory management, or accounting software preferred.

· Strong organizational and time management skills.

· Excellent verbal and written communication abilities.

· Ability to manage multiple priorities with attention to detail.

· Strong problem-solving and analytical skills.

· Ability to work independently and as part of a team.