General Office Support & Invoicing Specialist

Function: Under minimal supervision, this position is responsible for working both independently and directly with the general manager. Invoicing all Washington branch sales as well as accounts receivable functions. Coordinate and finalize purchase order deliveries and transfers. Assist in writing routine orders and place special orders including writing quotes and millwork orders for production, when necessary. Provides support to the general manager when they are out of the office by producing orders at their direction or by dealing directly with their customers. Includes answering customer inquiries regarding products and/or services; troubleshoots, analyzes, and resolves customer problems within established guidelines in a timely, efficient, and professional manner.

Essential Responsibilities and Duties: General Office Support

• Assist general manager when needed to alleviate workload and provide backup assistance when necessary.
• Write routine orders using accurate cost and correct vendors as directed.
• Write millworks and finalize transfer documents from branch transfers.
• Answer phones to schedule vendor deliveries; direct traffic for inbound freight; receive purchase orders as necessary.
• Cost and finalize all In-House POs.
• Support general manager by taking customer orders for materials and services; create quotes and answering inquiries.
• Maintain professional appearance and demeanor while exhibiting characteristics consistent of a Hardwood Industries employee.
• Arrive at 7:00 a.m. on designated days to answer phones, greet customers and work with purchasers.

Essential Responsibilities and Duties: Invoicing

• Update, calculate, costs and invoice all Washington orders and special orders.
• Coordinate with general manager pricing and or cost adjustments to facilitate invoicing.
• Ensure MSL sales codes per store are accurate; resolve discrepancies.
• Notify General Manager when inventory discrepancies appear and make daily adjustments per manager.
• Obtain approval for return orders; verify correct documentation and invoice.
• Monitor open order lists for missed invoicing opportunities. Ensure that all invoicing is completed accurately before closing the books for month end.
• Perform accounts receivable functions which includes posting checks, bankcards, and cash to customer accounts; balance receivables daily; balance cash drawer daily
• Assist customers with reconciling and understanding their accounts receivables.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of all office equipment, its use, and ability to operate it.
• Ability to use the telephone.
• Ability to add, subtract, multiply, and divide; calculate linear, board, and square footage.
• Ability to operate a computer, to include using a mouse and keyboard, and reading information on a display monitor.
• Ability to read and comprehend detailed instructions, to write detailed correspondence, and to communicate information to customers and employees in English.
• Ability to learn and use software computer applications applicable to Hardwood Industries Inc.
• Good understanding and the ability to use Microsoft Office Excel, Word, and Outlook.
• Ability to work independently and as a member of a team.
• Strong work ethic, Dependable, Positive Attitude, Good Communicator and Flexible.

Essential Requirement:

Possess and maintain a valid drivers license, good driving record and reliable transportation to and from work.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hand and fingers; handle or feel objects, tools or controls; reach with hands and arms; talk and hear. The employee frequently is required to walk, climb, or balance; and stoop, kneel, crouch, or crawl. The employee is frequently required to stand.

The employee must regularly lift and/or move up to 25 pounds, occasionally lift and/or move up to 50 pounds, and rarely lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment: The work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job requires regular work inside, occasional work near moving mechanical parts. The employee is occasionally exposed to fumes, airborne particles, toxic or caustic chemicals, and vibration. The noise level in the work environment is usually moderate.