What are the responsibilities and job description for the Office Administrative Assistant position at Bar-S Foods Co.?
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POSITION SUMMARY
Process inventory, company funds cash application for invoices and open accounts receivable balances prepares invoices, issue customer statements. Support Office Administrators with duties for office equipment, warehouse, industrial power equipment and private fleet.
ESSENTIAL JOB FUNCTIONS
- Process accounts payable and expense reimbursements funds including but not limited to checks and money orders; review cost and inventory accuracy between SAP and High Jump systems; ensure accuracy of funds applications in collaboration with Accounts Receivable; follow up with customer statements and sales team
- Prepare invoices; submit customer claims; enter credit memos, promotions and open deductions; issue bill back credit; book adjustments in SAP; assists in conversion of customers to lockbox/ACH payments
- Process inventory and company funds including but not limited to route settlement and petty cash; reconcile petty cash expenditures
- Follow up to ensure fix asset paperwork is up; provide fix asset information to accounting department ; set up new vendor and keep files up to date including W9-Liability insurance ; maintain Sigma’s CEDI signature Catalog ; support Marketing department to ship samples sourcing coolers and dry ice.
- Coordinate maintenance and repairs including fleet maintenance repairs; review, file and maintain fleet reports including but not limited to fuel receipts and Driver’s Vehicle Inspection reports; gather accident report; communicate report to committee; support FMCSA compliance; coordinate sales equipment repairs and replacement
- Other duties as assigned
MINIMUM QUALIFICATIONS
- High school diploma, GED or equivalent
- Bilingual fluency in English and Spanish reading, writing & speaking
Preferred Qualifications
- One (1) year of experience in bookkeeping, AR, AP, route cash settlement, inventory controls, fleet controls
- Proficient with Microsoft office, including skills with Outlook, Word and Excel
- Supervisory experience
- SAP ERP modules FI, CO, MM, PM experience
- Coordinate maintenance and repairs including fleet maintenance repairs; review, file and maintain fleet reports including but not limited to fuel receipts and Driver’s Vehicle Inspection reports; gather accident report; communicate report to committee; support FMCSA compliance; coordinate sales equipment repairs and replacement
PHYSICAL REQUIREMENTS
- Usual office environment with frequent sitting, walking, and standing, and occasional climbing, stooping, kneeling, crouching, crawling, and balancing. Frequent use of eye, hand, and finger coordination enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.
