Accounts Payable, Accounts Receivable, Accounts Receivable Processing, Administrative Skills, Billing, County Ordinances, Credit Cards, Cross-Functional, Customer Relationship Management (CRM) Systems, Customer Support/Service, Detail Oriented, Documentation, ERP (Enterprise Resource Planning), Establish Priorities, Logistics, Mail Processing, Order Delivery, Order Management, Order Picking/Packing, Order Processing, Organizational Skills, Process Development, Purchasing/Procurement, Record Keeping, Sales, Sales Support, Shipping/Receiving, State Laws and Regulations, Time Management
Shipping & AdministrativeCoordinator (2+ Years Experience Required)
Detail-oriented operations professional with 2+ years of experience supporting order processing, shipping coordination, and customer service. Ensures timely fulfillment, accurate documentation, and strong cross-functional communication with sales, production, and customers.
Key Responsibilities:
- Monitor email and internal channels to prioritize urgent orders, customer inquiries, and prepayments
- Review receivables and process credit card payments to release eligible same-day shipments
- Create, modify, and process sales orders; deliver order confirmations within 24 hours
- Coordinate same-day shipping, ensuring orders are released and ready before carrier pickup deadlines (FedEx/DHL)
- Generate invoices, post orders, and maintain accurate records in CRM/ERP systems
- Prepare shipments by attaching packing slips, staging packages, and coordinating with production
- Calculate shipping charges and provide timely quotes to support sales teams
- Receive inventory, enter vendor invoices, and verify payments (AP/AR support)
- Process RMAs, loaner returns, and turnaround orders
- Manage mail, enter checks/bills, and maintain organized financial records
- Process Net 30 applications and follow up on collections
- Handle administrative tasks including vendor forms and office supply purchasing
- Provide responsive phone and email customer support
Core Skills:
Order Management | Shipping & Logistics | Customer Service | Accounts Receivable/Payable | CRM/ERP Systems | Attention to Detail | Time Management | Cross-functional Coordination
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
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Ultimate Staffing Services