Hayward, CA

We're Hiring! Administrative/ Inventory Coordinator

Location: Oakland, CA Schedule: Monday-Friday, 7am-5pm

Pay rate: $28-$32/ hour (Depends on experience)

Industry: Cold Storage / Warehouse / Logistics/Inventory Control

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 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 time
• Manage Accounts Payable (A/P), including vendor invoices, purchase orders, and payment tracking
• Maintain organized financial and administrative records in compliance with company policies
• Monitor and support inventory control, including data entry, reconciliation, and reporting
• Order and track office supplies and administrative materials to ensure uninterrupted operations
• Utilize Microsoft Excel for reporting, data tracking, and analysis (spreadsheets, formulas, logs)
• Communicate effectively with warehouse staff, vendors, and customers in both English and Spanish
• Support warehouse and management teams with general administrative duties as needed
• Assist with audits, documentation, and compliance related to cold storage operations

Qualifications

• Prior experience in an administrative, accounting, or warehouse office role (cold storage or logistics preferred)
• Strong knowledge of invoicing, billing, and accounts payable processes
• Experience with inventory control systems and data tracking
• Proficient in Microsoft Excel and other office software
• Bilingual in English and Spanish (verbal and written)
• Strong attention to detail, organization, and time-management skills
• Ability to work independently in a fast-paced environment

Preferred Skills

• Experience working in cold storage, warehouse, or distribution environments
• Familiarity with canopy, accounting or ERP systems
• Understanding of inventory and temperature-controlled logistics processes

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Job Requirements:

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Job Requirements:

• High school diploma required; technical or trade training preferred.
• 1–2 years of batching, compounding, or mixing experience (cosmetic, chemical, food, or pharmaceutical preferred).
• Strong understanding of ISO 22716, GMP, and standard safety practices.
• Ability to operate batching and mixing equipment and maintain accurate documentation.
• Able to lift up to 50 lbs, stand for extended periods, and use necessary PPE.
• Strong attention to detail, organization, and process consistency.