What are the responsibilities and job description for the Operations & Administrative Coordinator position at HPP Advisors?
Position Summary
The Operations & Administrative Coordinator is responsible for supporting the daily execution of operational, administrative, and financial processes for HPP Advisors across multiple locations.
This role ensures that orders, shipments, vendor coordination, customer accounts, and financial transactions are handled accurately, on time, and in alignment with company procedures. The position supports operational continuity and reduces the need for leadership involvement in routine follow-up tasks.
Reporting Structure
- Reports To: Operations Manager
- Works With: Operations, Warehouse, Vendors, Customers, and Administrative Functions
Primary Responsibilities
1. Operations & Logistics Coordination
- Coordinate shipments between company locations and customers
- Track deliveries and confirm receipt with customers
- Manage and maintain Proof of Delivery (POD) documentation
- Identify and resolve delivery issues in a timely manner
- Support freight scheduling and preparation of shipping documentation
- Ensure orders are processed and shipped accurately and on schedule
2. Warehouse Support (As Needed)
- Assist with picking, packing, and shipping orders when required
- Verify order accuracy prior to shipment
- Coordinate with warehouse personnel to meet deadlines
- Follow up to confirm successful delivery
- Assist in resolving discrepancies related to shipments
3. Accounts Payable & Vendor Administration
- Set up and maintain vendor records, including W-9s and required documentation
- Process vendor invoices and maintain accurate records
- Assist with tracking and coordination of vendor payments
- Communicate with vendors to resolve invoice discrepancies
- Maintain organized vendor files and documentation
4. Customer Setup & Accounts Receivable
- Establish and maintain customer accounts and required documentation
- Prepare and distribute customer invoices
- Monitor and follow up on outstanding receivables
- Maintain accurate and organized customer records
5. Administrative & Accounting Support
- Enter daily financial transactions, including:
- Accounts Payable (A/P)
- Accounts Receivable (A/R)
- Deposits
- Assist with account reconciliations (credit cards, wire transfers, etc.)
- Maintain structured and accurate recordkeeping systems
- Support internal reporting and data organization
6. HR & Administrative Support
- Assist with job postings and interview scheduling
- Prepare onboarding documentation for new hires
- Maintain employee records and training documentation
- Support general administrative tasks as assigned
Pay: $18.00 - $25.00 per hour
Work Location: In person
Salary : $18 - $25