Operations & Administrative Coordinator

Metro Supply Chain Holdings USA Inc•West Manchester Township, PA

2d•Onsite

About The Position

The Operations & Administrative Coordinator provides essential support by managing the physical office environment and the backend financial workflows. This role bridges the gap between daily office needs (supplies and catering) and formal financial operations (POs and reconciliation), ensuring that all office spending is documented, approved, and balanced.

Requirements

High school diploma required.
2–4 years of experience in an administrative, finance operations, or office management role.
Experience working in a fast‑paced office environment supporting multiple stakeholders.

Nice To Haves

Degree in Business Administration, Accounting, Finance, or a related field preferred.
Experience with purchase order processing, vendor coordination, or invoice management strongly preferred.
Prior exposure to basic accounting or expense reconciliation is preferred.
Familiarity with tools such as Microsoft Office, basic ERP/PO systems, or expense management platforms preferred.

Responsibilities

Create, track, and manage Purchase Orders (POs) for all department spending, ensuring proper internal approvals.
Receive vendor invoices, match them against POs, and route them to the Finance department for timely payment.
Perform monthly reconciliation of office credit cards and investigate and resolve any receipt discrepancies.
Act as the primary point of contact for building management, cleaning crews, and maintenance technicians.
Prepare and maintain daily, weekly, and monthly production reports by collecting, validating, and compiling operational data.
Monitor and maintain inventory of office supplies, snacks, and stationery; negotiate with vendors for cost-effective ordering.
Schedule and oversee all "Lunch & Learn" sessions or executive meetings, including catering selection, setup, and cleanup.
Ensure the office remains organized and professional; troubleshoot minor equipment issues (printers, coffee machines).
Sort incoming mail and manage outgoing shipments; handle high-volume deliveries and distribution.