Front Office Coordinator

Highland-Cabinetry-Inc; Phoenix (AZ); On-site; USD 37,000 - 40,000; Full time

Job summary

Highland Cabinetry is a wholesale cabinet distributor serving production homebuilders across the Southwest. We are seeking a Front Office Coordinator in Phoenix to manage front desk and serve as the administrative backbone of our Phoenix office.

Responsibilities include answering calls, greeting visitors, maintaining records, processing payments, and ensuring accurate documentation in our ERP. The role blends customer service with meticulous data tasks in a fast-paced environment.

Qualifications

• 2+ years in front desk or office admin roles.
• Accurate with payments, numbers and documentation.
• Strong 10-key data entry and fast, accurate typing.
• Professional phone and written communication.

Responsibilities

• Answer, screen, and route calls; take accurate messages.
• Greet customers and vendors at the front desk.
• Maintain visitor log; keep lobby organized.
• Handle mail, packages, and courier shipments.
• Order and stock office supplies.
• Process customer payments and apply them to accounts.
• Reconcile daily transactions and update ERP records.
• Support accounts and office operations with accuracy.

Skills

Attention to detail

Data entry

Professional phone etiquette

Discretion with confidential data

Numerical accuracy

Customer service orientation

Education

High school diploma or GED

Tools

NetSuite ERP

ERP systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Accounting & Human Resources Full Time Phoenix, AZ, US

3 days ago Requisition ID: 1091

Salary Range: $27.00 To $29.00 Hourly

Highland Cabinetry is a wholesale cabinet distributor serving production homebuilders across the Southwest. We are looking for a Front Office Coordinator to run our front desk and serve as the administrative backbone of our Phoenix office.

This is a role for someone who genuinely enjoys both sides of the job: taking care of customers at the counter and on the phone, then turning around and working through detailed paperwork without losing a decimal point. If you are the person who catches the transposed digit before anyone else does, we want to talk.

What You'll Do

• Answer, screen, and route incoming calls and take accurate messages
• Greet and assist customers, vendors, contractors, and delivery drivers as they arrive
• Maintain the visitor log and keep the front office and lobby professional and organized
• Handle incoming and outgoing mail, packages, and courier shipments
• Order and stock office supplies

Payments & Transactions

• Accept and apply customer payments by check, credit card, and ACH
• Issue receipts, maintain daily payment logs, and prepare deposit summaries
• Reconcile daily transaction activity against system records and research discrepancies
• Keep customer contact, billing, and remittance information current in our ERP
• Finalize customer order documentation prepared by our Account Managers (you will not be building or quoting orders)
• Review documents for accuracy before release, including pricing, quantities, terms, and signatures
• Distribute confirmations and related paperwork to customers and internal teams
• Keep digital and physical order files organized and retrievable

Records & Business Office Support

• Perform high-volume, high-accuracy data entry in our ERP system
• Compile, verify, and file supporting documentation for company transactions
• Match purchase orders, receiving records, and billing documents, and flag any exceptions for review
• Maintain vendor and customer records, including W-9s, certificates of insurance, and remittance details
• Assist with recurring reports, spreadsheet upkeep, and period-end documentation
• Respond to routine vendor and customer questions about paperwork and account status
• Support the finance and operations teams on assigned projects

What You Bring

• 2+ years in a front desk, office coordinator, or business administrative role
• A proven track record of accuracy with payments, numbers, and detailed documentation
• Solid 10-key and fast, accurate data entry
• Professional phone and written communication
• Discretion with confidential company and customer information
• The ability to get interrupted, help a customer, and return to detail work without losing your place
• High school diploma or GED

Nice to Have

• Coursework or a degree in business or office administration
• Experience in wholesale distribution, construction, manufacturing, or building products
• Hands-on ERP experience (NetSuite is a plus)
• Experience maintaining vendor or customer records

Details

• Schedule: Monday through Friday, standard business hours
• Pay: $27.00 - $29.00 per hour, depending on experience
• Environment: Office attached to an active warehouse; occasional lifting up to 25 lbs