Hayward, CA

Inventory Control Administrative Coordinator

Job Summary

We are seeking a detail-oriented and reliable Inventory Control Administrative Coordinator to support daily office and operational functions within a fast-paced cold storage warehouse environment. This role is responsible for invoicing, billing, accounts payable, inventory tracking, and administrative support—while also serving as a bilingual point of contact for both English- and Spanish-speaking employees and customers.

Key Responsibilities

• Prepare, review, and process invoices and customer billing accurately and on schedule
• Manage Accounts Payable (A/P), including vendor invoices, purchase orders, and payment tracking
• Maintain organized financial and administrative records in compliance with company policies
• Support inventory control processes, including data entry, reconciliation, and reporting
• Order, track, and manage office supplies to maintain uninterrupted operations
• Utilize Microsoft Excel for reporting, data logs, formulas, and data analysis
• Communicate effectively with warehouse staff, vendors, and customers in both English and Spanish
• Provide administrative support to warehouse leadership and management teams
• Assist with audits, documentation, and compliance requirements for cold storage operations

Qualifications

• Experience in an administrative, accounting, or warehouse office role (cold storage or logistics preferred)
• Strong knowledge of invoicing, billing, and A/P processes
• Experience with inventory control systems and data tracking
• Proficiency in Microsoft Excel and general office software
• Bilingual: English & Spanish (verbal and written)
• Excellent organization, attention to detail, and time-management skills
• Ability to work both independently and in a fast-paced environment

Preferred Skills

• Experience in cold storage, warehouse, distribution, or logistics environments
• Familiarity with accounting software, Canopy, or ERP systems
• Understanding of inventory and temperature-controlled operations