Office Operations coordinator

Job Description

Job Description

Office Operations Coordinator

House of Klear — Henderson, Nevada

Pay: $20.00 per hour
Job type: Full-time
Schedule: Monday through Friday, 8:30 a.m.–5:30 p.m.
Work location: In person
Expected hours: 40 per week

Position Overview

House of Klear is a small, growing automotive-refinish products distributor seeking a dependable and capable Office Operations Coordinator to support our daily office, customer-service, accounting and warehouse-coordination activities.

This is a hands‑on position for someone who enjoys responsibility, organization, problem‑solving and learning how a small business operates. The person selected will work directly with the company president and will become the first point of contact for many routine office, customer, warehouse and administrative matters.

The immediate goal is to take ownership of routine office work so the company president can spend more time developing sales. The longer‑term opportunity is to grow into broader office‑management responsibility as proficiency and trust are demonstrated.

This position is well suited to an experienced administrative employee, customer‑service coordinator, bookkeeping assistant or office professional who is capable of more responsibility than their current position allows.

Primary Responsibilities

Office Administration

• Answer, screen and route incoming telephone calls.
• Manage the company’s general email inbox.
• Receive, sort and process physical mail.
• Open and close the office each business day.
• Maintain organized electronic and paper filing systems.
• Keep the office work areas clean, orderly and professional.
• Order normal office and warehouse supplies from approved vendors.
• Coordinate routine building‑maintenance and service issues.
• Filter routine questions and interruptions before escalating matters to the company president.
• Assist with Microsoft Office, printers and other everyday office technology.
• Learn and use the company’s software systems.

Customer Service and Order Processing

• Enter and process customer orders accurately.
• Create invoices in Quick Books Online.
• Enter and update customer information in Quick Books Online and Salesmate CRM.
• Keep customer records aligned between both systems.
• Respond to routine customer calls, emails and text messages.
• Track shipments and resolve routine shipping or delivery questions.
• Contact established customers regarding routine reorders.
• Inform customers of approved promotions and new products.
• Suggest appropriate related products when applicable.
• Handle routine administrative and shipping concerns professionally.
• Escalate technical, serious customer‑service or executive matters when appropriate.

Accounts Receivable and Payables Support

• Post customer payments accurately.
• Monitor open invoices and customer balances.
• Send professional payment reminders.
• Conduct firm but relationship‑conscious follow‑up on overdue accounts.
• Enter approved vendor bills in Quick Books Online.
• Prepare outgoing checks on Mondays with the supporting paperwork attached for the company president’s review and signature.
• Coordinate accounting questions and documentation with the company bookkeeper.
• Prepare bank deposits.
• Maintain accurate supporting records for financial transactions.

The employee will not sign checks or independently authorize refunds, credits, unusual purchases or new vendors.

Payroll and Commissions

• Collect and review employee time records using On The Clock .
• Prepare weekly payroll through Sure Payroll.
• Verify the commissioned salesperson’s weekly invoice against company records.
• Organize payroll and commission documentation.
• Escalate discrepancies for review before payment.

Training will be provided on the company’s specific payroll and commission procedures.

Inventory and Warehouse Coordination

• Provide the warehouse associate with the weekly inventory‑count report.
• Assist with occasional physical inventory counts.
• Enter approved inventory adjustments in Quick Books Online.
• Enter inventory receipts.
• Investigate and help resolve damaged, missing or incorrectly recorded inventory.
• Prepare sales‑by‑item reports to support inventory purchasing decisions.
• Notify the company president when the established inventory…