Administrative & Facilities Coordinator

Clover Sonoma • Petaluma, CA

1d • Onsite

About The Position

As a purpose-driven, certified B corporation, Clover is leading the way for conscious businesses by demonstrating care for all stakeholders and moving the world forward. We are committed to lowering our environmental impact and meeting our sustainability targets, by providing kids and adults with healthy, nutritious, and delicious products that are made with care for animals, people, and the planet.
Reporting to the Office & Facilities Manager, this role supports the daily operations of two adjacent warehouse office facilities, ensuring both spaces run efficiently, professionally, and without disruption.
This individual serves as the operational backbone of our warehouse offices — keeping systems organized, vendors coordinated, supplies stocked, and cross-functional workflows moving seamlessly. This is not a passive administrative role. We are looking for someone with a strong bias for action who anticipates needs before they arise, learns new systems quickly, exercises sound judgment, and takes ownership from start to finish.
The ideal candidate thrives in a fast-paced environment, balances competing priorities with accuracy, and collaborates effectively across teams. This role requires strong prioritization skills and sound judgment to support two active facilities while maintaining a high standard of operational excellence.

Requirements

• Experience: 1–2+ years in an administrative, office coordination, or logistics support role preferred.
• Exceptional Organization & Attention to Detail: Able to manage multiple priorities without sacrificing accuracy.
• Fast Learner: Comfortable quickly mastering new systems, tools, and processes with minimal oversight.
• Bias for Action: Proactive, resourceful, and solutions-oriented; you anticipate needs and take initiative.
• Sound Judgment: Strong decision-making skills, ability to prioritize effectively, handle confidential matters discreetly, and escalate appropriately.
• Collaborative Mindset: A dependable team player who communicates clearly, builds positive relationships, and willingly supports colleagues.
• Technical Proficiency: Strong working knowledge of Google Suite and Microsoft Office (especially Excel and Outlook); comfortable learning inventory or logistics software.
• Reliability & Accountability: Consistently dependable with a “no task too small” attitude and a commitment to high-quality work.

Responsibilities

• Invoice Coding & Accuracy: Review, code, and submit incoming invoices with precision to ensure timely processing and proper budget allocation.
• Uniform Program Ownership: Order, track, and manage company uniform inventory, maintaining accurate records and ensuring availability.
• Supply Management: Proactively monitor office and operational supplies across both facilities; anticipate needs and reorder before shortages impact operations.
• Operational Excellence: Maintain clean, organized, and professional office and breakroom environments that reflect Clover’s standards.
• Vendor Coordination: Schedule and manage third-party vendors and deliveries (e.g., Amazon, UNFI, maintenance providers), ensuring clear communication and seamless execution.
• Issue Resolution: Identify facility or operational gaps and take initiative to resolve issues quickly and efficiently.
• Multi-Facility Oversight: Effectively prioritize and manage responsibilities across two adjacent warehouse office facilities.
• Freight & RFP Support: Assist in freight procurement by distributing lane requirements to carriers, tracking responses, and organizing the RFP lifecycle for presentation to management.
• Cross-Functional Collaboration: Partner with transportation, finance, and leadership teams to ensure accurate information flow and timely deliverables.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed