What are the responsibilities and job description for the Office Administrator position at Hajoca Corporation?
Are you organized and detail-oriented? Are you able to efficiently manage competing priorities? Do you thrive on analyzing and solving problems to help ensure the business runs smoothly? If so, we’d like you to join our team as an Office Administrator.
About the Role:
You will:
Handle all assigned aspects of customer invoicing, cash sale proceeds handling, banking and report reconciliation, and expense vendor invoice submission.
Perform accurate and timely invoicing of all customer shipments daily. Inform appropriate teammate of any discrepancies noted on tickets that require review.
Generate daily invoice preview report for management review.
Obtain, review, submit, and approve expense vendor invoices in an accurate and timely manner, reconciling within the AP approval system or via credit card statements as needed.
Review purchase order debit memos and debit cancellations ensuing all required documentation is included and communicate to Centralized AP team in an accurate and timely manner.
Assist with identifying and resolving vendor invoice/purchase order discrepancies for invoice reconciliation by Centralized AP team.
Reconcile daily cash sale transaction payments and cash funds in the system, prepare the bank deposit, scan and process checks, prepare and submit required deposit paperwork to the Support Center.
Reconcile petty cash transactions monthly, prepare and submit required deposit paperwork to the Support Center.
File invoiced pick tickets, manifests, Hazmat manifests, receiving paperwork, deposit backup, and all reconciled reports daily. Maintain required files including credit card authorization forms and deposited checks in accordance with Company policy.
Create and maintain customer files in the system including tax exemption information, retain customer Tax Exemption Certificates per Company policy.
Investigate, resolve and respond to all customer, vendor, Credit Manager, and Support Center inquiries in a timely manner.
Assist co-workers in servicing customers including answering incoming calls, faxing, filing, and photocopying.
About You:
High school diploma or equivalent
1 years experience in a customer service, accounts receivable, accounts payable or similar role
Knowledge of basic accounts receivable/payable bookkeeping practices and terms
Experience using Microsoft Office software to communicate via email, to review reports and documents
Our ideal candidate will also:
Possess outstanding customer service and interpersonal communication skills.
Possess a high level of accuracy and attention to detail.
Be able to build and maintain a positive working relationship with customers, vendors, and co-workers.
Be able to research, analyze data, and solve problems.
Be able to prioritize work projects and multi-task.
Be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals.
Be able to learn and operate the computer related systems used to process customer invoices, vendor invoices, and cash sale payments.
