What are the responsibilities and job description for the Office Administrator position at Samuel, Son & Co. 1855?
MAJOR RESPONSIBILITIES:
- Prepare accurate and timely customer invoices by gathering required paperwork for all daily shipments.
- Conduct margin analysis for orders under 5% and over 25%, correcting discrepancies as needed.
- Investigate, approve, and issue credit notes and vendor debit notes.
- Assist the sales department in resolving order costing issues.
- Answer and screen telephone inquiries professionally and efficiently.
- Greet visitors in a friendly and professional manner, ensuring they sign the visitor log and are provided appropriate safety wear (e.g., hard hats, safety glasses).
- Act as backup for the indirect material requisitioner.
- File A/P and A/R records, customer orders, and receivers.
- Serve as a super user for the AS400 system.
- Retrieve requested documentation for the sales team (e.g., invoices, MTRs).
- Enter inventory receipts into the system and scan corresponding documentation.
- Order office supplies and manage inventory.
- Apply document coding to invoices.
- Create reports and track purchase order receipts.
- Prepare customer delivery paperwork daily.
- Maintain reporting mechanisms for internal use.
- Monitor and report on daily production schedules.
- Run occasional errands, such as trips to the post office.
QUALITY SYSTEM REQUIREMENTS (AUTHORITY & RESPONSIBILITY):
- Initiate actions to prevent the occurrence of non-conformities related to products, processes, or quality systems.
- Identify and document issues related to products, processes, or quality systems.
- Recommend and provide solutions through designated channels.
- Verify the implementation of solutions and resolve nonconforming issues before further processing or delivery.
- Represent customer needs in internal functions to address ISO 9001 requirements.
TOOLS & EQUIPMENT:
- Desktop computer and software (Microsoft Word, Excel, PowerPoint, AS400 Sales).
- Multi-line phone system, calculator, and company documentation.
QUALIFICATIONS:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with AS400 system (preferred).
- Professional demeanor with excellent communication and interpersonal skills.
- Experience with multi-line phone systems.
- Minimum 2 years of related office experience.
- Strong attention to detail and organizational skills.
- A willingness to support the team and grow with the company.
This role requires a proactive individual who is detail-oriented and thrives in a collaborative environment. The ideal candidate will be flexible, customer-focused, and dedicated to maintaining high standards in administrative support.
SAMACO
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