Administrative Coordinator

Description

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Key Responsibilities

Administrative & Office Support

• Serve as primary administrative support for the Warehouse Operations Manager, Supervisors, and Corporate LPs.
• Manage day-to-day office operations, including correspondence, recordkeeping, reporting, and file maintenance.
• Process incoming invoices, verify accuracy, adjust as needed, and finalize for approval and payment.
• Maintain and update the Boar’s Head order guide with approved sales and promotional pricing.
• Organize, print, and distribute weekly sales signage to designated display areas.
• Manage and process all P-Card transactions for the warehouse and fleet, ensuring proper documentation and compliance with Boar’s Head financial policies.
• Support new hire onboarding for drivers and warehouse associates by preparing onboarding checklists, DOT forms, and personnel files.
• Assist with applicant screening and interview scheduling as needed.

Financial Support & Recordkeeping

• Assist with accounts receivable (AR) functions for the Chicagoland HUB, Central, and South spokes.
• Deposit all checks for the HUB and associated spokes, ensuring accurate posting and timely submission.
• Support collections and payment processing for the corporate LPs, including following up on outstanding balances and assisting with customer calls as requested.
• Research, verify, and process credit memos and product adjustments with LP and management approval.
• Reconcile route invoices daily, finalize adjusted invoices, and maintain accurate transactional records.

​ Operational & Warehouse Coordination

• Act as the central liaison between Boar’s Head corporation, the Chicagoland HUB, and all approved vendors.
• Coordinate preventative maintenance schedules for warehouse equipment, refrigeration systems, dock doors, vending machines, and other facility assets.
• Communicate with and schedule third-party vendors for building maintenance, sanitation, pest control, water delivery (Hinkley), and other services.
• Serve as the main point of contact for the building landlord regarding facility repairs and maintenance requests.
• Ensure FSMA recordkeeping and warehouse compliance documentation are maintained accurately and up to date.
• Support warehouse leadership in coordinating safety inspections, cooler maintenance, and operational audits.
• Schedule pallet and baller pickups, office and warehouse supplies, and track related expenses.
• Sales & Promotional Support
• Assist in implementing and tracking promotional programs as directed by corporate LPs.
• Support LPs in managing route-level administrative needs related to pricing, customer credits, and collections.

Education & Experience

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum 3 years of office administration experience, ideally in operations, logistics, or warehouse support.
• Experience in accounts payable/receivable or financial transaction processing strongly preferred.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and QuickBooks or similar accounting software.
• Strong organizational, communication, and problem-solving skills with the ability to manage multiple priorities in a fast-paced setting.

Physical Requirements

• Ability to stand for periods up to 4 hours.
• Ability to bend, twist, reach, climb, stoop, kneel, crouch, and crawl as needed.
• Ability to lift or carry objects up to 50 lbs.; push or pull objects up to 600 lbs. with proper equipment or team assistance.

Working Conditions

• Work performed in both office and warehouse environments, including exposure to refrigerated and freezer areas.
• Regular interaction with warehouse staff, drivers, leadership, and external vendors.

Location:

Chicago, IL, Chicagoland Deli Provisions, Itasca, IL

Time Type:

Full time

Department:

Chicagoland Deli Provisions Hub