Distribution Coordinator

Distribution Coordinator

Why work at Ahola?

Ahola is a local, third-generation family-owned business with more than 50 years of payroll, tax, and HR experience that has served over 10,000 small businesses nationwide and has been awarded as a Top Work Place for four years running by the Plain Dealer and Cleveland. We empower employers with easy-to-use payroll and HR technology solutions, and provide personalized, dedicated support to help them every step of the way.

Our work is serious, but we don't always take ourselves too seriously. We're a diverse group of people who bring our true authentic selves to work. We share in each other's accomplishments and we are there for each other when times get tough. We are a family whose ability to have fun with each other shows how we care. This attitude transcends into our work with our clients. They appreciate our positive dynamic and it's one more reason they like working with us.

In addition to our family-like culture, Ahola provides a variety of perks and benefits.

Time Off

Company Paid Holidays (7 days)

Paid Time Off (5 days)

Accrued Tiered Vacation Time

Paid Volunteer Time Off (3 days)

Birthday Paid Time Off (1 day)

Benefits

Medical, Dental, and Vision

Company-Paid Life Insurance and Short-Term Disability

Company-Paid Employee Assistance Plan

Perks

Monthly Employee Engagement Events

Company-Paid Employee Store

Fitness Reimbursement

Compensation

Semi-Annual Performance Bonuses

Competitive Pay with Opportunities for Commission

401(k) with Employer Matching Contribution

Professional Development Reimbursement and Advancement Opportunities.

About the position :

The Distribution Coordinator reports to the Operations Manager and is responsible for overseeing the daily processes within the Distribution Department.

What you will do :

Responsible for the daily administration of the Print Manager process. Monitoring and releasing print jobs from Print Manager as necessary throughout the day to ensure all jobs are properly printed in a timely manner each day.

Responsible for daily accounting of print packages. Balances physical package count to daily shipping manifest by courier type each day for all couriers.

Verifies that all printed client payrolls are complete and correct as compared to the Packing List for each print client.

Performs the special envelope process (versaseal) to fold and seal client payroll checks printed on pressure seal forms.

Responsible for operating and maintaining check sealing equipment, as well as monitoring the need for routine maintenance on equipment.

Records clients payroll shipment data into distribution tracking system.

Responsible for determining, affixing and recording postage to packages shipped via US Mail.

Responsible for operating and maintaining postage metering equipment. This includes monitoring the need for routine maintenance on equipment as well as replenishing available postage amounts and notifying the appropriate management personnel when these are necessary.

Prepares and packages paperwork and other payroll related information and records special package data for irregular shipments (UPS or courier).

Contacts courier service to arrange special deliveries.

Notifies Client Partners and / or management as necessary of any shipping issues or delays to client package deliveries.

Works with Client Partners and couriers to resolve any issues with print, package contents or delivery issues / delays. Coordinates with Billing and Operations as necessary to request refunds / credits from courier services when delivery issues arise. Researches pending credits at Billing department request.

Schedules daily pickup of completed packages with regular shipment services vendors.

Tracks packages with various courier services when requested by client partner or client.

Manages 'office pick-up' payrolls by maintaining logs of packages awaiting pick up, greeting clients and securing signatures when pick up packages are distributed to clients.

Performs periodic visual checks of the documents being printed to ensure print quality, the presence of signatures as required, and overall professional look of documents being produced.

Coordinates receipt of deliveries, including incoming US Mail, as well as supplies that may be delivered via courier or freight shippers.

Works with vendors or other visitors as needed (e.g. paper shredding representatives, service technicians, etc.)

Coordinates with Operations Manager to prepare for year-end and additional related shipments

Monitors distribution supplies and inventory quantities monthly as indicated. Notify Operations Manager when reorders are needed based on established quantity thresholds.

Monitors 'common area / general use' supplies. When required, obtain approval to reorder as needed; also handles all office supply orders and obtains approval when required.

Performs other duties as assigned.

How you will do it :

Perform duties and responsibilities in a professional and courteous manner in order to promote teamwork, a positive work environment, and to achieve team-related, company-initiated goals and projects.

Adhere to company security guidelines to maintain confidentiality by confirming the identity of each caller / contact.

Experience you will need :

Requires high school diploma or equivalent.

Has knowledge of commonly used office concepts, practices and procedures.

Working knowledge of Microsoft products such as : Outlook, Word, Excel and SharePoint.

Relies on experience and judgment to plan and accomplish goals.

Good communication skills, both verbal and written.

Performs a variety of tasks and has good time management skills.

Works independently and efficiently while managing varying workloads which may differ day-to-day.

General experience in running various types of printers and other office machinery.

Position does require the ability to lift and move approximately 20 lbs. and may require standing for extended periods

What we are looking for in a candidate :

Excellent level communication in both verbal and written formats with peers, customers, internal and external.

Ability to interact and communicate effectively and positively with all levels of Management.

Ability to organize and prioritize multiple tasks / projects, work in a fast-paced environment and meet deadlines.

Handles constructive criticism and works under the direction of others in a goal-based management system.

Ability to work independently and collaboratively as a team member.

Ability to be innovative and think ahead of the curve; be original with thoughts and ideas.

Ability to be resourceful when faced with challenges and think outside the box.

Ability to persevere; be positive during difficult or challenging situations.

Questions about Ahola or th e Distribution Coordinator r ole? Contact us at !

The AHOLA Corporation provides equal employment opportunities to all qualified applicants and employees, and administers all aspects and conditions of employment, without regard to the following : Race, Color, Age, Sex, Sexual orientation, Gender, Gender identity, Religion, National origin, Pregnancy, Physical or mental disability, Military or veteran status, or Genetic information. Equal employment opportunity applies to, but is not limited to, employment status, training, promotion, demotion, transfer, leaves of absence, and termination.

Day in the Life of an Ahola Payroll Specialist from Ahola Payroll & HR Solutions on Vimeo .

Teamwork at Ahola from Ahola Payroll & HR Solutions on Vimeo .