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
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Answer, screen, and route incoming calls and take accurate messages
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Greet and assist customers, vendors, contractors, and delivery drivers as they arrive
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Maintain the visitor log and keep the front office and lobby professional and organized
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Handle incoming and outgoing mail, packages, and courier shipments
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Order and stock office supplies
Payments & Transactions
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Accept and apply customer payments by check, credit card, and ACH
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Issue receipts, maintain daily payment logs, and prepare deposit summaries
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Reconcile daily transaction activity against system records and research discrepancies
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Keep customer contact, billing, and remittance information current in our ERP
Order Paperwork
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Finalize customer order documentation prepared by our Account Managers (you will not be building or quoting orders)
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Review documents for accuracy before release, including pricing, quantities, terms, and signatures
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Distribute confirmations and related paperwork to customers and internal teams
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Keep digital and physical order files organized and retrievable
Records & Business Office Support
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Perform high-volume, high-accuracy data entry in our ERP system
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Compile, verify, and file supporting documentation for company transactions
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Match purchase orders, receiving records, and billing documents, and flag any exceptions for review
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Maintain vendor and customer records, including W-9s, certificates of insurance, and remittance details
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Assist with recurring reports, spreadsheet upkeep, and period-end documentation
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Respond to routine vendor and customer questions about paperwork and account status
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Support the finance and operations teams on assigned projects
WHAT YOU BRING
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2+ years in a front desk, office coordinator, or business administrative role
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A proven track record of accuracy with payments, numbers, and detailed documentation
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Intermediate Excel skills (sorting, filtering, formulas, lookups)
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Solid 10-key and fast, accurate data entry
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Professional phone and written communication
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Discretion with confidential company and customer information
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The ability to get interrupted, help a customer, and return to detail work without losing your place
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High school diploma or GED
NICE TO HAVE
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Coursework or a degree in business or office administration
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Experience in wholesale distribution, construction, manufacturing, or building products
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Hands-on ERP experience (NetSuite is a plus)
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Experience maintaining vendor or customer records
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Bilingual English/Spanish
DETAILS
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Schedule: Monday through Friday, standard business hours
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Pay: $27.00 - $29.00 per hour, depending on experience
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Benefits: MEDICAL / DENTAL / VISION / PTO / HOLIDAYS / 401(k)
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Environment: Office attached to an active warehouse; occasional lifting up to 25 lbs
