Administrative Coordinator

About the role

You will provide general administrative support in daily office functions to ensure smooth operations at the Denver office. You will create and manage customer invoices while actively working to meet daily and monthly billing goals set by the department. The role requires you to answer incoming customer calls and emails, accurately entering service requests into the system for resolution. You will be responsible for receiving and processing both check and credit card payments in a secure and timely manner. Another core duty involves setting up and maintaining detailed customer account information for accuracy and compliance. You will also assist in creating team building initiatives and community outreach activities to strengthen local presence. Monthly credit card reconciliations will be completed to ensure financial records align perfectly. You will serve as the contract liaison between customers and internal staff to verify that all documents are submitted with signatures. Finally, you will upload contract documents to the company website for review and ensure final agreements are executed promptly.

Key facts

What you'll do

Provide general administrative support in daily office functions to maintain an efficient workflow.

Create and manage customer invoices to ensure billing accuracy and timely delivery of financial documentation.

Answer customer calls and emails promptly while entering daily service requests into the tracking system.

Receive and process check and credit card payments following established security and procedural guidelines.

Set up and maintain customer account information to keep records current and verifiable.

Assist in creating team building and community outreach activities that align with company values.

Perform monthly credit card reconciliations to verify transactions and resolve discrepancies.

Upload contract documents to the company website for internal review and stakeholder access.

Act as a contract liaison between customers and staff to confirm document completion and deadline adherence.

Coordinate the collection of signatures and ensure all contractual obligations are met without delay.

Maintain organized records of all administrative tasks to support audits and operational reviews.

Support cross-functional teams by providing data and documentation as requested for billing cycles.

Communicate effectively with department heads to address any emerging administrative challenges.

Demonstrate adaptability in managing multiple priorities in a dynamic office environment.

Requirements

Expert attention to detail is required to ensure accuracy in all administrative and billing tasks.

Great customer service skills must be demonstrated through professional interactions with internal and external stakeholders.

You must be comfortable working independently and collaboratively within a team-based structure.

Strong prioritization skills are necessary to manage competing deadlines and deliverables effectively.

Possess strong analytical skills to interpret data and resolve issues in billing and documentation.

Ability to multi-task and work efficiently in a fast-paced environment without compromising quality.

Strong Microsoft Office and computer skills are essential for daily operations and reporting.

Excellent communication skills are required for both written and verbal interactions.

Billing experience is preferred, and AR/AP experience is considered a significant advantage.

Successful completion of employment verifications is mandatory before starting employment.

Background check compliance is required as part of the pre-employment screening process.

Drug screen compliance must be met in accordance with company policy and regulatory standards.

Driving record review may be required if the role involves company vehicle usage or driving responsibilities.

Candidates must be legally authorized to work in the United States without sponsorship requirements.

Nice to have

Prior experience in a billing or administrative support role within a distribution environment.

Familiarity with customer relationship management (CRM) software and database tools.

Experience supporting community outreach or team engagement initiatives.

Understanding of contract management processes and documentation procedures.

Practical notes

This is a full-time position with standard business hours.

Employment is contingent upon the successful completion of all pre-hire requirements.