Job Description
Administrative Coordinator
Location: Sunnyvale, CA (Onsite)
Position Type: Contract
Pay: $32/hr
Residency Status: US Citizen or Green Card Holder ONLY
Overview
Our client is seeking a detail-oriented Administrative Coordinator to support daily office operations, records management, and client/vendor communication. This role plays a key part in maintaining accurate documentation, supporting billing processes, and ensuring timely follow-up on operational paperwork.
The ideal candidate brings strong document management, data entry, accounts support, and customer communication experience, along with the ability to manage multiple administrative workflows in a fast-paced environment.
Key Responsibilities
- Manage comprehensive records management processes, including physical filing and secure digital document uploads to the company data server
- Manifests
- Invoices
- Lab analysis reports
- Bills of lading
- Perform accurate invoice processing, sorting, and filing while supporting the billing and accounts receivable department
- Monitor and respond to client email communications, providing timely and professional customer service
- Assist with work order processing, including document tracking and status updates
- Conduct proactive vendor follow-up via email and phone to obtain returned or signed manifests and required documentation
- Maintain organized digital and physical filing systems to ensure audit readiness and compliance
Qualifications
- Experience in administrative support, office operations, or document control
- Strong data entry accuracy and attention to detail
- Familiarity with invoice management, billing support, or accounts receivable processes
- Professional written and verbal communication skills
- Proficiency with Microsoft Office Suite and document management systems
- Ability to prioritize tasks, manage deadlines, and handle multiple workflows simultaneously
Preferred Skills
- Experience with logistics documentation (manifests, bills of lading)
- Background in vendor coordination and follow-up
- Knowledge of workflow tracking systems or ERP platforms
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