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About the Role
The Office Administration & Operations Coordinator supports the efficient operation of Hanes Supply Inc.’s business office by coordinating administrative services, maintaining accurate records, and serving as a key point of contact across departments. This role combines customer and vendor support, accounting documentation, fleet administration, and quality-related paperwork while helping improve processes and digital workflows.
Responsibilities
- Manage daily office administration, respond to incoming calls and electronic inquiries, welcome visitors and follow established ISO check-in procedures.
- Coordinate correspondence and mail, maintain organized digital files, order office supplies, and arrange service for office equipment.
- Provide administrative assistance to Human Resources, support departmental projects, and help maintain consistent office coverage and responsive communication.
- Prepare and distribute customer invoices, statements, proofs of delivery, and other requested records.
- Scan, verify, index, and maintain packing slips, pick tickets, delivery logs, credit applications, and payment documentation in approved systems, including MaxRecall where applicable.
- Support routine accounts payable, receivable, and collections activities; coordinate vendor liability insurance certificates.
- Coordinate the administrative side of the company fleet, including vehicle and driver records, assignments, registrations, insurance documents, inspection reports, and maintenance history.
- Keep fleet management software current, monitor alerts and upcoming renewals, track preventive maintenance and inspection deadlines, and follow up with responsible personnel.
- Work with internal departments and outside vendors on service scheduling and documentation, maintain fleet invoices and records, and report overdue items or discrepancies to management.
- Prepare, verify, issue, and electronically archive Certificates of Conformance using approved templates and available order, product, shipment, and traceability information.
- Review certificate details against supporting documentation, coordinate with Sales, Operations, Quality, and vendors to resolve missing information, and ensure records are accessible for customer requests and audits.
- Follow established approval procedures and refer technical compliance decisions to authorized personnel.
- Coordinate administrative priorities, cross-training, and backup coverage to keep essential activities moving.
- Help streamline procedures through digital recordkeeping, automation, accurate data entry, and better communication across Finance, Operations, and IT.
- Exercise sound judgment, protect confidential information, and follow company policies, internal controls, and safety requirements.
Requirements
- High school diploma or equivalent required.
- Two or more years of experience in administrative or business office roles is preferred.
- Experience with fleet administration, quality documentation, or Certificates of Conformance is a plus.
- Successful passing of a pre-employment drug, alcohol and physical screening test is required as a condition of employment.
- A resume is required for consideration.
Skills
- Strong Microsoft 365 skills, particularly Outlook, Word, and Excel.
- Ability to learn ERP, document management, and fleet software.
- Organization
- Attention to detail
- Professional communication
- Sound judgment
- Ability to manage multiple priorities
Location
- Buffalo, NY
Work Type
- Onsite
Experience Level
- Entry Level
- Mid Level
Education Level
- High School Diploma or equivalent
- Additional education in business, accounting, or a related field preferred
Benefits
- Medical
- Dental
- Vision
- FSA
- HRA
- Life Insurance
- Disability
- PTO
- 401k
- Holidays
About the Company
- Hanes Supply, Inc. is a well-established full-line industrial manufacturer of slings and contractor supplier specializing in lifting solutions.
- Hanes Supply offers a comprehensive and diverse product line to its customers including: rigging, fall protection, power tools, fasteners, hand tools, construction and safety equipment.
- Headquartered in Buffalo, NY, Hanes Supply has six other branches in the United States.
Equal Opportunity
- Hanes Supply Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, pregnancy, pregnancy outcomes, reproductive healthcare and autonomy, or any other characteristic protected by federal, state, or local laws.
- This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.