Front Office Coordinator
Front Office Coordinator
Phoenix, AZ • Full-Time • On-Site
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
Front Desk & Customer Reception
- 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
Order Paperwork
- 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
- Intermediate Excel skills (sorting, filtering, formulas, lookups)
- 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
- Bilingual English/Spanish
Details
- Schedule: Monday through Friday, standard business hours
- Pay: $27.00 - $29.00 per hour, depending on experience
- Benefits: MEDICAL / DENTAL / VISION / PTO / HOLIDAYS / 401(k)
- Environment: Office attached to an active warehouse; occasional lifting up to 25 lbs