Business Administration Coordinator

William Herrick LLC is seeking a dependable and detail\-oriented Business Administration Coordinator to support the recurring financial and administrative needs of our growing secure transportation operation. This position will prepare customer invoices, maintain accounts receivable records, organize financial documentation, and handle recurring office responsibilities. The coordinator will also provide general administrative and front\-office support, including assisting visitors, receiving packages, ordering supplies and uniforms, and helping the Business Manager with routine administrative tasks. By keeping these recurring responsibilities accurate and on schedule, this role will allow the Business Manager to focus more time on company management, financial analysis, business development, and leadership. This is initially a part\-time position with the potential to grow as the company’s administrative needs increase. What You’ll Do: Invoicing and Accounts Receivable Prepare weekly customer invoices using completed and reconciled route documentation. Review route records and supporting documentation for accuracy before invoicing. Identify and follow up on missing, incomplete, or inconsistent billing information. Maintain organized supporting records for customer invoices. Record and monitor invoice status through the company’s approved accounting process. Maintain current accounts receivable aging records. Identify invoices requiring routine payment follow\-up. Send approved payment reminders according to established procedures. Document customer responses, payment commitments, and follow\-up activity. Assist with maintaining accurate customer billing contacts and account information. Escalate invoice discrepancies, billing disputes, unusual situations, and overdue strategic accounts to the Business Manager. Bookkeeping and Financial Administration Organize invoices, receipts, statements, and other financial records for the company’s outside bookkeeper. Confirm that supporting documentation is complete, properly approved, and stored in the appropriate location. Assist with maintaining vendor records, contact information, tax documents, and payment documentation. Help research routine transaction and documentation questions. Support the preparation of recurring management reports and financial summaries. Maintain orderly digital and physical financial records according to company procedures. Protect confidential company, customer, vendor, and employee financial information. Office Administration and Front\-Office Support Monitor the front entrance and assist with routine visitor, vendor, and delivery access. Order office and facility supplies within approved procedures and budgets. Monitor commonly used supplies and reorder them before shortages occur. Coordinate employee uniform orders, replacements, sizing, and related records. Submit and track IT support tickets involving company equipment, software, phones, or user access. Communicate with vendors and service providers regarding routine orders, appointments, and administrative requests. Maintain administrative files, logs, calendars, contact lists, and recurring task schedules. Assist the Business Manager with scheduling, document preparation, follow\-up items, and other routine administrative needs. Prepare documents, agendas, and meeting spaces for company meetings. Help maintain an organized, professional, and welcoming office environment. Complete other reasonable office\-support and administrative duties as assigned. Working Relationships You will work closely with: Transportation Operations Team: Receive completed route records and identify missing or incomplete information needed for invoicing. Business Manager: Provide updates regarding invoice status, accounts receivable aging, documentation exceptions, purchasing needs, and outstanding administrative requests. Outside Bookkeeper: Provide complete, organized, and approved supporting documentation and assist with routine information requests. Customers and Vendors: Communicate professionally regarding routine billing questions, payment reminders, orders, appointments, records, and administrative requests. Visitors and Service Providers: Provide professional front\-office assistance and connect them with the appropriate employee. What Success Looks Like Success in this position will be measured by: Customer invoices being prepared accurately and issued within the company’s established timeframe. Invoice records containing complete and organized supporting documentation. Accounts receivable records remaining current. Routine payment reminders and follow\-up being completed on schedule. Missing route or billing documentation being identified and addressed promptly. Financial documentation being organized and ready for the outside bookkeeper. Office supplies and uniforms being ordered accurately and on time. IT tickets, service requests, and administrative needs being tracked through completion. Visitors, vendors, and deliveries being handled professionally. Administrative requests being completed accurately and within agreed timeframes. Management receiving timely notice of billing exceptions, overdue accounts, missing records, and other concerns. Confidential business, customer, vendor, and employee information being handled appropriately. The Ideal Candidate The ideal candidate will be dependable, organized, and comfortable managing recurring responsibilities that require accuracy and consistent follow\-through. They will have: Strong attention to detail and the ability to identify missing, inconsistent, or incomplete information. Ability to manage recurring deadlines and responsibilities without frequent reminders. Strong written communication, documentation, and follow\-up skills. Comfort working with invoices, spreadsheets, financial records, and supporting documentation. Ability to organize digital and physical records in a consistent manner. Ability to work independently while recognizing when an issue requires management involvement. Professional communication skills when working with customers, vendors, employees, visitors, and outside service providers. Sound judgment when handling confidential company and financial information. Ability to move between invoicing, recordkeeping, purchasing, front\-office support, and general administrative tasks as priorities change. Comfort balancing focused financial work with visitors, deliveries, phone calls, and routine office interruptions. A helpful and professional attitude when assisting employees and visitors. A practical, solutions\-focused mindset and willingness to take ownership of assignments from start to finish. Qualifications: Qualifications Required Experience with business administration, invoicing, bookkeeping support, accounts receivable, office coordination, or a related area. Previous experience in an administrative assistant, office coordinator, business administrator, or similar role. Proficiency with Microsoft Excel, Outlook, and other common office software. Experience using QuickBooks or similar accounting software. Experience maintaining accurate business, customer, or financial records. Strong organizational, written communication, and data\-entry skills. Ability to work with detailed information while maintaining a high level of accuracy. Ability to manage multiple assignments, recurring deadlines, interruptions, and follow\-up tasks. Ability to handle confidential financial and business information appropriately. Experience coordinating office supplies, uniforms, IT requests, vendors, meetings, or company events. Ability to meet the company’s background\-screening requirements. Qualifications Preferred Familiarity with basic accounting and bookkeeping terminology. Experience organizing documentation for an outside accountant or bookkeeper. Experience working in transportation, logistics, delivery, or another operations\-focused business. Schedule This is a part\-time, in\-person position based in Lee’s Summit, Missouri. The regular schedule is Monday through Friday from 10:00 a.m. to 2:00 p.m., for a total of 20 hours per week. Consistent attendance during these hours is required. Pay: $23\.00 \- $27\.00 per hour Expected hours: 20\.0 per week Experience: invoicing, bookkeeping support, accounts receivable: 1 year (Required) business administration / office coordination : 1 year (Required) Ability to Commute: * Lees Summit, MO 64081 (Required) Work Location: In person