Operations & Administrative Coordinator

Metro Supply Chain Group; York (York County); On-site; USD 42,000 - 59,000; Full time

Job summary

Logistics in Motion is hiring an Operations & Administrative Coordinator in York, PA. The role bridges office needs with backend financial workflows, managing POs, invoicing, reconciliation, and vendor relationships.

You will handle daily office operations, procurement, meetings, and event coordination while ensuring accurate records and professional vendor interactions. This position supports a busy, details-driven environment.

Qualifications

• High school diploma required.
• Degree in Business Administration, Accounting, Finance, or related field preferred.
• 2–4 years experience in administrative, finance operations, or office management role.
• Experience with purchase order processing, vendor coordination, or invoice management strongly preferred.
• Familiarity with tools such as Microsoft Office, basic ERP/PO systems, or expense management platforms preferred.
• Experience working in a fast-paced office environment supporting multiple stakeholders.

Responsibilities

• Purchase Order (PO) management: Create, track, and manage POs for all department spending with proper internal approvals.
• Invoicing: Receive vendor invoices, match to POs, and route to Finance for timely payment.
• Account reconciliation: Perform monthly reconciliation of office credit cards and investigate discrepancies.
• Vendor management: Primary contact for building management, cleaning crews, and maintenance technicians.
• Production reporting: Prepare and maintain daily/weekly/monthly production reports to support performance tracking.
• Procurement: Monitor inventory of office supplies and negotiate with vendors for cost-effective ordering.
• Meeting & event coordination: Schedule and oversee meetings, including catering selection, setup, and cleanup.
• Facility maintenance: Ensure office remains organized and troubleshoot minor equipment issues.
• Mail & deliveries: Sort mail and manage outgoing shipments, handle high-volume deliveries.
• Communication & customer service: Maintain clear, professional interactions with vendors and employees.
• Problem-solving: Resolve discrepancies and operational issues with discretion.
• Event & logistics coordination: Plan meetings, catering, and office activities smoothly.
• Reliability & ownership: Take initiative to keep daily office operations running smoothly.
• Adaptability: Respond to changing priorities and unexpected needs.
• Confidentiality: Handle sensitive financial/vendor information discreetly.

Skills

Office administration

Finance operations

Vendor management

Communication skills

Problem solving

Education

High school diploma

Business/Accounting/Finance degree

Tools

Microsoft Office

ERP/PO 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.

Operations & Administrative Coordinator

Full Time Clerical York, PA, US

7 days ago Requisition ID: 2150

JOIN OUR TEAM

Logistics in Motion is a leading third-party provider of customized logistics solutions, with operations across Canada and the United States. As a trusted supply chain partner, we build strong customer relationships through our commitment to service excellence and a customer-focused culture.

Join Logistics in Motion and become part of a diverse team dedicated to delivering exceptional service, fostering a collaborative and engaging work environment, and making a positive impact in the communities where we live and work.

Role Summary

The Operations & Administrative Coordinator provides essential support by managing the physical office environment and the backend financial workflows. This role bridges the gap between daily office needs (supplies and catering) and formal financial operations (POs and reconciliation), ensuring that all office spending is documented, approved, and balanced.

Key Duties & Responsibilities

Finance & Operations Support

• Purchase Order (PO) Management: Create, track, and manage POs for all department spending; ensure all purchases have proper internal approvals.


• Invoicing: Receive vendor invoices, match them against POs, and route them to the Finance department for timely payment.


• Account Reconciliation: Perform monthly reconciliation of office credit cards and investigate and resolve any receipt discrepancies.


• Vendor Management: Act as the primary point of contact for building management, cleaning crews, and maintenance technicians.

Office Administration

• Production Reporting: Prepare and maintain daily, weekly, and monthly production reports by collecting, validating, and compiling operational data to support performance tracking and management decision‑making.


• Procurement: Monitor and maintain inventory of office supplies, snacks, and stationery; negotiate with vendors to ensure cost‑effective ordering.


• Meeting & Event Coordination: Schedule and oversee all "Lunch & Learn" sessions or executive meetings, including catering selection, setup, and cleanup.


• Facility Maintenance: Ensure the office remains organized and professional; troubleshoot minor equipment issues (printers, coffee machines).


• Mail & Deliveries: Sort incoming mail and manage outgoing shipments; handle high‑volume deliveries and distribution.


• Communication & Customer Service: Clear, professional interactions with vendors, building contractors, and employees.


• Problem‑Solving: Resolves discrepancies, handles minor office equipment issues, and finds practical solutions.


• Vendor Management: Maintains strong relationships; negotiates pricing and service levels effectively.


• Event & Logistics Coordination: Plans and supports meetings, catering, and office activities smoothly.


• Reliability & Ownership: Takes initiative, follows through, and keeps daily office operations running smoothly.


• Adaptability: Responds well to changing priorities and unexpected operational needs.


• Professionalism & Confidentiality: Handles sensitive financial/vendor information with discretion.

Qualifications

• High school diploma required.


• Degree in Business Administration, Accounting, Finance, or a related field preferred.


• 2–4 years of experience in an administrative, finance operations, or office management role


• Experience with purchase order processing, vendor coordination, or invoice management strongly preferred.


• Prior exposure to basic accounting or expense reconciliation is preferred.


• Experience working in a fast‑paced office environment supporting multiple stakeholders.


• Familiarity with tools such as Microsoft Office, basic ERP/PO systems, or expense management platforms preferred.

WHY JOIN US?

• Work in an environment where safety is our first priority


• The opportunity to build a career with a growing company


• Medical, dental, and vision coverage for you and your family


• Life and disability insurance


• Wellness programs to support your family’s well‑being


• A Retirement Savings Program with a company match


• Company sponsored social events


• Community volunteering

We are an equal opportunity employer committed to building and fostering a diverse workplace where people feel included and valued. We encourage applications from all qualified individuals. Where permissible under applicable state and local law, applicants may be subject to pre‑employment drug test and background check after receiving a conditional offer of employment.