Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator plays a vital role in supporting the day-to-day administrative and operational functions of the Chicagoland HUB and its corporate Local Purveyor (LP) routes. This role combines administrative precision with operational awareness to ensure the smooth functioning of warehouse processes, vendor relationships, financial transactions, and compliance requirements.

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.
• 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