Administrative Coordinator (Front & Back Office) - Billings, MT

Automotive and Industrial Distributors of Billin; Billings (MT); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

PTO

Paid Sick Time

Holiday Pay

Health & Dental Insurance

401k

Profit Sharing/ESOP

Life and Disability Insurance

Employee Discount

Job summary

Automotive and Industrial Distributors of Billin in Billings, MT is seeking an Administrative Coordinator to handle front office and back office duties. You will answer calls, greet visitors, process orders, and support multiple departments in a fast-paced environment.

The role requires strong organizational skills, attention to detail, and proficiency with Microsoft Office. This on-site position offers growth potential and a comprehensive benefits package after a qualifying period.

Qualifications

• Strong customer service and communication skills.
• Excellent organizational and multitasking abilities with high attention to detail.
• Analytical and problem-solving skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus).
• Ability to learn new systems; database experience (CSD) is a plus.

Responsibilities

• Answer and manage a multiline phone system; direct calls appropriately
• Provide excellent customer service and assist with general inquiries
• Take orders from existing customers
• Greet visitors and provide company information
• Support communication between departments and customers
• Reconcile sales and rebates and assist with reporting
• Maintain and update spreadsheets and databases
• Create, modify, and manage documents and records
• Organize, scan, and archive files (paper and electronic)
• Prepare and distribute mail, invoices, statements, and internal documents
• Maintain filing systems and storage organization
• Retrieve information and assist other departments as needed
• Cross-train and provide backup support across administrative functions
• Assist with special projects and process improvements
• Learn industry-specific systems and terminology
• Perform additional duties to support company goals

Skills

Customer service

Organizational skills

Multitasking

Analytical thinking

Problem solving

MS Office

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Administrative Coordinator (Front & Back Office) - Billings, MT

Automotive and Industrial Distributors of Billin Billings, Montana, United States

About this position

Description:

Who We Are:

A&I Distributors is a rapidly growing, family and employee-owned, well established wholesale oil distributor, with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. These partnerships, along with unmatched service to our customers, have enabled the company to grow to one of the premier oil distributors in the nation; a long way from our humble beginnings in 1924.

Position: Administrative Coordinator

Works With: Purchasing, Accounts Receivable, Account Payable, Sales Leadership, Customer Service, Marketing, Operations, Finance, and Senior Leadership

Hours: Minimum 40 hours per week, M-F 8 am to 5 pm with one hour lunch

Location: On-Site

Compensation: $18-20 DOE

Benefit Package:

• PTO (After one year)
• Paid Sick Time (after 90 days)
• Holiday Pay
• Health & Dental Insurance
• 401k
• Profit Sharing/ESOP
• Life and Disability Insurance
• Employee Discount

Responsibilities:

We are seeking a versatile Administrative Coordinator who can effectively manage both front office (customer-facing) and back office (administrative/analytical) responsibilities. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

• Answer and manage a multiline phone system; direct calls appropriately
• Provide excellent customer service and assist with general inquiries
• Take orders from existing customers
• Greet visitors and provide company information
• Support communication between departments and customers
• Reconcile sales and rebates and assist with reporting
• Maintain and update spreadsheets and databases
• Create, modify, and manage documents and records
• Organize, scan, and archive files (paper and electronic)
• Prepare and distribute mail, invoices, statements, and internal documents
• Maintain filing systems and storage organization
• Retrieve information and assist other departments as needed
• Cross-train and provide backup support across administrative functions
• Assist with special projects and process improvements
• Learn industry-specific systems and terminology
• Perform additional duties to support company goals

Requirements:

• Strong customer service and communication skills
• Excellent organizational and multitasking abilities with high attention to detail
• Analytical and problem-solving skills
• Proficiency in Microsoft Office (Word, Excel, Outlook; PowerPoint a plus)
• Ability to learn new systems (CSD or similar database experience a plus)
• Positive attitude and willingness to learn
• Graphic/design skills are a plus

Experience

• 2-5+ years of administrative or office experience preferred