Office Operations Coordinator
House of Klear — Henderson, Nevada
Pay: $20.00 per hour
Job type: Full-time
Schedule: Monday through Friday, 8:30 a.m.–5:30 p.m.
Work location: In person
Expected hours: 40 per week
Position Overview
House of Klear is a small, growing automotive-refinish products distributor seeking a dependable and capable Office Operations Coordinator to support our daily office, customer-service, accounting and warehouse-coordination activities.
This is a hands-on position for someone who enjoys responsibility, organization, problem-solving and learning how a small business operates. The person selected will work directly with the company president and will become the first point of contact for many routine office, customer, warehouse and administrative matters.
The immediate goal is to take ownership of routine office work so the company president can spend more time developing sales. The longer-term opportunity is to grow into broader office-management responsibility as proficiency and trust are demonstrated.
This position is well suited to an experienced administrative employee, customer-service coordinator, bookkeeping assistant or office professional who is capable of more responsibility than their current position allows.
Primary ResponsibilitiesOffice Administration
- Answer, screen and route incoming telephone calls.
- Manage the company’s general email inbox.
- Receive, sort and process physical mail.
- Open and close the office each business day.
- Maintain organized electronic and paper filing systems.
- Keep the office work areas clean, orderly and professional.
- Order normal office and warehouse supplies from approved vendors.
- Coordinate routine building-maintenance and service issues.
- Filter routine questions and interruptions before escalating matters to the company president.
- Assist with Microsoft Office, printers and other everyday office technology.
- Learn and use the company’s software systems.
Customer Service and Order Processing
- Enter and process customer orders accurately.
- Create invoices in QuickBooks Online.
- Enter and update customer information in QuickBooks Online and Salesmate CRM.
- Keep customer records aligned between both systems.
- Respond to routine customer calls, emails and text messages.
- Track shipments and resolve routine shipping or delivery questions.
- Contact established customers regarding routine reorders.
- Inform customers of approved promotions and new products.
- Suggest appropriate related products when applicable.
- Handle routine administrative and shipping concerns professionally.
- Escalate technical, serious customer-service or executive matters when appropriate.
Accounts Receivable and Payables Support
- Post customer payments accurately.
- Monitor open invoices and customer balances.
- Send professional payment reminders.
- Conduct firm but relationship-conscious follow-up on overdue accounts.
- Enter approved vendor bills in QuickBooks Online.
- Prepare outgoing checks on Mondays with the supporting paperwork attached for the company president’s review and signature.
- Coordinate accounting questions and documentation with the company bookkeeper.
- Prepare bank deposits.
- Maintain accurate supporting records for financial transactions.
The employee will not sign checks or independently authorize refunds, credits, unusual purchases or new vendors.
Payroll and Commissions
- Collect and review employee time records using OnTheClock.
- Prepare weekly payroll through SurePayroll.
- Verify the commissioned salesperson’s weekly invoice against company records.
- Organize payroll and commission documentation.
- Escalate discrepancies for review before payment.
Training will be provided on the company’s specific payroll and commission procedures.
Inventory and Warehouse Coordination
- Provide the warehouse associate with the weekly inventory-count report.
- Assist with occasional physical inventory counts.
- Enter approved inventory adjustments in QuickBooks Online.
- Enter inventory receipts.
- Investigate and help resolve damaged, missing or incorrectly recorded inventory.
- Prepare sales-by-item reports to support inventory purchasing decisions.
- Notify the company president when the established inventory reorder threshold is reached.
- Coordinate order status and workflow with the warehouse associate.
- Help maintain employee accountability to established procedures.
- Cross-train in basic order packing and shipping for occasional coverage.
Warehouse support is occasional rather than the primary function of this position.
Required Qualifications
- Three or more years of administrative, office, bookkeeping-support, customer-service or closely related experience.
- Practical familiarity with QuickBooks Online.
- Strong general computer skills.
- Ability to learn CRM, payroll, timekeeping, shipping and other business software.
- Professional verbal and written communication skills.
- Accurate data-entry and recordkeeping ability.
- Strong organizational and follow-through skills.
- Ability to work independently after training.
- Ability to manage several routine priorities without losing accuracy.
- Dependable attendance and punctuality.
- High-school diploma or equivalent.
- Ability to work on site in Henderson from 8:30 a.m.–5:30 p.m., Monday through Friday.
- Ability to occasionally lift up to 30 pounds.
- Willingness to receive basic training in the safe handling and packing of automotive-refinish products.
Preferred Qualifications
- English and Spanish bilingual communication skills.
- Accounts-receivable or collections experience.
- Accounts-payable experience.
- Payroll-preparation experience.
- CRM experience.
- Inventory, distribution or shipping-office experience.
- Prior experience supporting a business owner or senior manager.
- Informal leadership or office-coordination experience.
- Familiarity with Microsoft Word, Excel and Outlook.
- Familiarity with mainstream artificial-intelligence platforms.
- Experience helping improve or document office procedures.
Automotive-industry experience is helpful but not required.
The Person We Are Seeking
The successful candidate will demonstrate:
- Integrity
- Accountability
- Trainability
- Accuracy and attention to detail
- Consistent follow-through
- Professional judgment
- Initiative
- Calmness during occasional high-pressure periods
- Willingness to admit and correct mistakes
- Respect for consistent company procedures
Our operating standard is simple: We do what we say we will do. When we make a mistake, we admit it, correct it and move forward.
We value employees who ask appropriate questions, seek answers, accept responsibility and look for practical ways to improve the operation.
Compensation and Growth
- Starting compensation is $20.00 per hour.
- The position includes a 90-day introductory period.
- A formal performance review will be conducted at the end of the introductory period.
- Employees who successfully meet the position’s performance standards may advance to $21.50 per hour following that review.
- Compensation will be reviewed annually thereafter.
- Occasional discretionary bonuses may be awarded based on individual performance and the company’s sales and profitability.
- This position offers the opportunity to grow into broader office-operations and management responsibility.
The 90-day review is performance-based and the wage increase is not earned solely by completing 90 calendar days.
Paid Time Off
After successful completion of the introductory period and subject to company policy:
- Three paid company holidays: Independence Day, Thanksgiving Day and Christmas Day.
- Two paid personal or sick days per year.
- Additional approved personal or sick leave may be unpaid.
- Five paid vacation days after completion of the first full year of employment.
- Ten paid vacation days annually after that.
- Unused vacation does not carry over.
- Earned unused vacation will be paid at separation in accordance with company policy.
Health insurance and a retirement plan are not currently offered.
Physical and Work Environment
This is primarily an office position in a small distribution business.
The employee will spend most of the day working at a computer, communicating with customers and coordinating office activity. Standing and bending requirements are minimal. Occasional warehouse assistance may involve lifting packages weighing up to 30 pounds approximately two or three times per week and using basic packing equipment after training.
Reasonable accommodations will be considered for qualified individuals as required by law.
Hiring Process
Candidates selected for further consideration may be asked to complete:
- An online employment application
- A practical office-skills and judgment assessment
- A structured in-person interview
- Professional reference and employment verification
- A post-offer background screening appropriate to the responsibilities of the position
The assessment is intended to evaluate practical skills, accuracy, judgment and communication rather than academic test-taking ability.
House of Klear provides equal employment opportunities to qualified applicants and employees without unlawful discrimination.
Please submit a complete résumé and answer all Indeed screening questions. Incomplete submissions may not be considered.
Pay: $19.00 - $21.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Application Question(s):
- Are you able to work in person in Henderson, Nevada, Monday through Friday from 8:30 a.m. to 5:30 p.m.?
- Are you willing and able to undergo a job-related background check after receiving a conditional offer of employment?
- How many years of office, administrative, bookkeeping-support or customer-service experience do you have?
- Have you used QuickBooks Online in a work setting?
- Are you comfortable handling customer-payment information and maintaining confidential financial records?
- Are you willing to occasionally assist with basic warehouse packing and lift packages weighing up to 30 pounds, with reasonable accommodation where applicable?
Work Location: In person
