Administrative Coordinator

Administrative Coordinator 

HIGHLIGHTS
Location: Â Sunnyvale, CA (Onsite)Â
Position Type: Â ContractÂ
Hourly/Salary: Â BOE
Residency Status: Â 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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