About this role
Position Summary
The Coordinator, Assets Operations provides centralized administrative, billing, and purchasing support to the Senior Director of Assets and the four departments under their leadership: Fleet, Facilities, Warehouse, and Logistics. This role is the administrative backbone of the Assets organization, preparing and submitting purchase orders, tracking their status from request to receipt, supporting billing and invoice workflows, and maintaining the records and documentation that keep all four departments running smoothly. Successful applicants for this role can communicate clearly, follow through proactively on open items, and take pride in keeping accurate records and clean documentation.
Key Responsibilities
- Prepare, submit, and track billing documentation for Fleet, Facilities, Warehouse, and Logistics activities, coordinating with Accounting and department leads as needed.
- Review invoices for accuracy, correct account coding, and proper supporting documentation before routing for approval.
- Track the status of invoices through the approval and payment cycle and follow up on outstanding or past-due items.
- Assist in resolving billing discrepancies, duplicate charges, and vendor statement issues in coordination with department leads and Accounting.
- Support month-end and reporting cycles by providing billing records, open-invoice summaries, and documentation as requested.
- Prepare and submit purchase order requests with complete supporting documentation (quotes, approvals, vendor information, account coding).
- Process purchase requests through the company's purchasing platforms, including tool and material orders in Remarcable, in coordination with the Warehouse team.
- Track each PO from submission through approval, fulfillment, delivery, and receipt, maintaining current status in shared trackers.
- Match invoices to purchase orders and receiving records and flag mismatches, missing documentation, or unauthorized purchases for review.
- Monitor open and aging POs across all four departments and proactively follow up with requesters, vendors, and approvers.
- Provide day-to-day administrative support to the Senior Director of Assets and serve as a central point of coordination for Fleet, Facilities, Warehouse, and Logistics.
- Maintain organized, auditable departmental records, files, and shared trackers, including PO files, fleet documentation, facilities service and work-order records, warehouse purchasing and receiving documentation, and logistics delivery records.
- Support fleet record-keeping in the Motive platform, including driver-to-vehicle assignments, pre-trip DVIR records, and related documentation, in coordination with the Fleet team.
- Schedule meetings, prepare correspondence and documentation, and support reporting needs for the Senior Director and department leads.
- Coordinate with vendors, internal departments, and Accounting on purchasing and billing matters.
- Support special projects and process-improvement initiatives as assigned.
- Perform other duties as needed to support projects, operations, and the department.
Qualifications
Qualifications
- Administrative, billing, purchasing, or accounting-support experience preferred.
- Experience with purchase order systems, invoice processing, or procurement workflows preferred.
- Familiarity with fleet, facilities, warehouse, or logistics operations preferred.
- Experience working with Remarcable (purchasing) and/or Motive (fleet management) platforms preferred.
- Experience working in a multi-department or corporate operations environment preferred
Skills and Abilities
- Strong organizational skills and attention to detail, with demonstrated accuracy in record-keeping and documentation.
- Proficiency with Microsoft Excel and other standard office software, including maintaining shared trackers and spreadsheets.
- Clear, professional written and verbal communication skills.
- Ability to manage multiple priorities and deadlines across several teams, with reliable follow-through on open items.
- Discretion and professionalism in handling confidential financial and vendor information.
Work Environment and Physical Demands
This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
- Requires mobility within an office environment.
- Regularly required to talk and hear. Effectively communicate with others both written and orally, including using the telephone.
- Prolonged periods sitting at a desk and working on a computer.
- May require travel.
- The employee may be required to walk; reach with hands and arms; and bend.
- May be required to stoop, kneel, and crouch. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
- Possess good hearing, normal or corrected.
- The employee must be able to regularly lift and/or move up to 50 pounds.
- The employee may be required to climb stairs.
- Must be able to work 8 hours a day, 40 hours per week, and overtime as required and night or weekend shifts, as needed.
CEC Facilities, LLC is an Equal Opportunity Employer. We are committed to attracting and retaining the best-qualified individuals, regardless of race, color, religion, national origin, gender, age, disability, veteran status, or any other status protected under federal, state, or local law. All qualified applicants are encouraged to apply.