Who we are:

Zadoon, LLC purchases and sells used heavy equipment, and is seeking to hire a full-time, permanent Office Coordinator.

The position:

Please note that this position will be required to work hours between 8:00AM and 5:00 PM Eastern Time and may be required to go beyond standard working hours on occasion.

We are looking for an Office Coordinator who will lead human resources, financial administrative activities, coordinate equipment transportation, inspections, and support the various functions of the organization.

The position will be based from our yard four days per week for the first ninety (90) days and from home the remaining one day. After that, the expectation will be to work from the yard two to three days a week, and the remainder from home. Working from a home office requires a wired broadband Internet connection as well as a dedicated home office space which is separate from other living areas. The position will work normal business hours during the week but may be asked to work additional hours as needed.

What you will do:

Financial Administration (30%)

• Lead weekly, monthly, quarterly, and annual reconciliations between Salesforce and Quickbooks with support from bookkeeper
• Provide documentation and reports to CPA as needed
• Manage incoming and outgoing payments through Salesforce and Quickbooks
• Batch process invoices to be paid, individually prioritizing urgent payments
• Record and categorize credit card, ACH, wire, paper check, and petty cash transactions
• Queue up payments through bank portal
• Ensure all transactions have associated collateral (invoices, receipts, bills of sale)

Sales Support (30%)

• Verify incoming or outgoing payment instructions with vendors, buyers, and sellers
• Coordinate inspections and/or oil samples for equipment being purchased or sold
• Coordinate freight for equipment coming to a Zadoon yard or going to a customer
• Obtain and capture quotes, select vendors, complete rate confirmation documentation, communicate with relevant parties, capture expenses in both Salesforce and Quickbooks and associate with appropriate equipment
• Handle import and export of equipment including confirming shipping lanes, customs, port-readiness, and time and accurate import export fees and documentation
• Create and send invoices or bills of sale upon request

Human Resources (30%)

• Manage employee benefits packages, including health/dental/vision insurance, retirement plans, Aflac, time off, and employee reimbursements
• Post open jobs online, conduct pre-interview questionnaires, obtain completed applications, and hand off to hiring manager
• Onboard and offboard employees, including new hire paperwork, setting up direct deposit and benefits, conducting background checks, requisitioning/assigning software licenses and phone numbers, and ordering equipment and supplies
• Support manager in providing corrective action and employee discipline
• Run biweekly payroll, including bonus and commission calculations

Executive Support (10%)

• Support marketing director in setting up trade shows, including reserving space, coordinating vendors, transporting booth materials, coordinating print marketing materials, and ordering swag and supplies
• Coordinate employee travel, including flights, lodging, and events

Who you are:

• You are friendly, outgoing, and embody a positive attitude
• You get things done – you have a natural ability to manage your time and prioritize
• You understand accounting and Quickbooks - financial statements are easy for you
• You are accountable and reliable – your previous managers have counted on to manage competing priorities and provide exemplary, timely, and accurate output
• You are detail-oriented – nothing falls through the cracks
• You are organized – you can juggle various tasks and priorities on multiple calendars and are driven by deadlines and due dates
• You thrive in high-growth environments with certain levels of ambiguity
• You are a problem solver – you don’t just find problems, but you devise ways to resolve them; you find ways to automate or optimize repetitive tasks and streamline processes
• You enjoy building relationships with a wide variety of individuals both internally and externally
• You are a natural communicator – you combine articulate written and verbal communication with active listening ability to truly gain a deeper understanding

Procurement Coordinator Qualifications

• Minimum 3 years’ experience as an Office Manager, Executive Administrator, HR Manager, Finance Manager, or other similar roles. Experience in the heavy equipment industry is preferred.
• High levels of discretion with personal and confidential information
• Deep understanding of Quickbooks Online and general bookkeeping
• Familiarity with human resources principles, SHRM certification would be beneficial
• Salesforce or other complex CRM experience highly preferred
• High overall technical proficiency to understand and master several different systems
• Proficient with current, relevant computer software including Google Workspace products (Gmail, Calendar, Drive, etc.)
• Highly resourceful “get it done” demeanor
• Fluent English speaker

Other things you should know:

• $50,000 - $60,000 range, depending on specific experiences with finance, HR, administration, Salesforce, Quickbooks, and the heavy equipment industry.
• 8 Paid Holidays annually
• 10 days paid time annually, prorated based on start date
• 3% Company 401(k) contribution and discretionary profit sharing
• Generous medical benefits
• Dental and Vision 100% paid for by the company
• Aflac allowance

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Google Suite: 1 year (Preferred)
• Administrative experience: 3 years (Preferred)

Ability to Commute:

• Crofton, MD 21114 (Required)

Ability to Relocate:

• Crofton, MD 21114: Relocate before starting work (Required)

Work Location: In person