Administrative Coordinator

Prairie Farms Dairy, Inc.•Oak Park, MI

3d•$20 - $25•Onsite

About The Position

The Distribution Administrative Coordinator provides administrative and operational support to the Distribution Department. This role serves as a central point of coordination between drivers, distribution leadership, customers, sales, accounting, and corporate support functions. The position is responsible for maintaining accurate records, processing distribution paperwork, supporting route operations, assisting with payroll and attendance tracking, entering orders, preparing reports, and ensuring the efficient flow of information throughout the branch. The successful candidate must demonstrate strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced distribution environment.

Requirements

High School Diploma or GED required.
Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
Strong data entry and organizational skills.
Ability to maintain confidentiality and handle sensitive information.
Excellent written and verbal communication skills.
Ability to prioritize multiple tasks and meet deadlines.
Strong attention to detail and accuracy.
Ability to work without direct supervision.
Excellent leadership, interpersonal and conflict resolution skills.
Excellent organizational skills and attention to detail.
Proficient with Microsoft Office Suite.
Be comfortable in a fast-paced environment
Ability to act with integrity, professionalism, and confidentiality.
Coachable and willing to learn.
Ability to quickly learn the organization’s systems.
Be a self-starter and able to work without direct supervision
Proficient with, and enjoy detailed work.

Nice To Haves

Minimum of two years of administrative, office support, logistics, transportation, distribution, or related experience preferred.
Experience in transportation, logistics, distribution, warehousing, or food manufacturing environments.
Experience with payroll systems, HRIS systems, or ADP.
Knowledge of DOT compliance requirements.
Experience supporting delivery route operations.

Responsibilities

Review and process daily route paperwork for completeness and accuracy.
Identify missing delivery tickets, signatures, invoices, and supporting documentation.
Coordinate with drivers, route settlement, and accounting to resolve paperwork discrepancies.
Prepare driver paperwork, route packets, and supporting documentation for upcoming deliveries.
Sort, organize, file, and maintain distribution records and reports.
Perform daily wholesale order reviews and order verification.
Assist with route cuts and scheduling adjustments as directed.
Process and enter customer orders accurately and timely.
Support school delivery programs, standing orders, and seasonal delivery schedules.
Assist with scrap reporting, route performance reporting, and operational analysis.
Compile and distribute operational reports as requested by management.
Maintain truck, fuel, and distribution-related tracking reports.
Serve as a communication resource for drivers throughout the day.
Respond to customer inquiries regarding deliveries, schedules, and service concerns.
Communicate delivery updates and coordinate issue resolution between customers and operations.
Assist with customer service recovery efforts and follow-up activities.
Coordinate equipment-related service requests, deliveries, and removals.
Prepare weekly operational and branch performance reports.
Compile labor, route, productivity, fuel, and delivery metrics.
Maintain spreadsheets, records, and databases used by distribution leadership.
Assist management with special projects and operational improvement initiatives.
Answer and route phone calls.
Monitor and respond to department emails.
Prepare reports, presentations, and correspondence.
Perform filing, scanning, data entry, and document management duties.
Provide administrative assistance to Distribution Management as needed.
Perform additional duties and projects, as assigned.