Administration - Office Administrator

Hajoca Corporation is one of the country’s largest privately-held wholesale distributors of plumbing, heating & cooling, and industrial supplies. Founded in 1858, Hajoca is a company based on the principles of “Service, Integrity, Reliability,” and on relationships of trust and support with teammates, customers, and suppliers. Throughout its history, Hajoca has played an active role in shaping advances in plumbing. However, we attribute our success to two simple truths; a unique business philosophy and talented people. Hajoca is all about the people, who give us our advantage, and who will guide us successfully into the future.

Although Hajoca is a large company, we work in a decentralized environment where each of our locations, called Profit Centers (PCs), is run by the Profit Center Manager as if it were their own small business. A typical Profit Center is the heart of our business and consists of a warehouse, counter, sales office, and (sometimes) a showroom. Our PCs conduct business under unique trade names and offer a customized business approach, honoring what’s special about each local marketplace.

Dahl Plumbing is one of those trade names and is looking for a Office Administrator at their Colorado Springs, CO location.

Pay for Office Administrator is between $18.00 and $22.00 per hour at this location.

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:

• Handle assigned aspects of customer invoicing including:
• Perform accurate and timely invoicing of all customer shipments daily.
• Inform appropriate teammates of any discrepancies noted on tickets that require review.
• Follow up on discrepancies, ensuring errors are corrected.
• Generate and analyze daily invoice preview report for management review.
• Handle assigned aspects of cash and check handling including:
• Reconcile daily cash sale transaction payments, petty cash funds, and complete bank deposits.
• Scan and process checks, prepare and submit required paperwork.
• Process customer account payments.
• Assist teammates in handling customer needs including:
• File and process customer credit applications and tax-exempt forms, in compliance with company policy.
• Establish job accounts as needed for certain customers.
• Monitor credit accounts for overages or nonpayment and work with management to resolve, following up as needed.
• Follow up on ongoing issues to ensure customer satisfaction.
• Ensure building, vehicles, and other assets are in compliance with company policies:
• Ensure regular checklists are completed, filed properly, and that any issues are resolved.
• Establish preventative maintenance schedules and ensure schedules are followed.
• Locate, price, schedule, and coordinate with teammates and outside vendors to ensure preventative and corrective maintenance on company assets is completed.
• Obtain, review, resolve, 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.
• Handle paperwork around the profit center including:
• File invoiced pick tickets, manifests, Hazmat manifests, receiving paperwork, deposit backup, checklists and reports daily.
• Maintain required files including credit card authorization forms, tax exempt paperwork, and deposited checks in accordance with company policy, to include policies regarding document retention, disposal, and destruction.
• Coordinate teammates and promote efficiency and cohesion:
• Answer phones and direct customers and vendors to proper teammates.
• Enable effective and clear communication between various teams.
• Investigate, resolve, and respond to customer, vendor, Credit Manager, and Support Center inquiries.
• Ensure tickets are dated accurately and follow up with teammates to resolve inaccuracies.
• Complete other tasks as assigned including:
• Complete bi-weekly payroll.
• Schedule and coordinate time-off requests.
• Resolve calendar conflicts.
• Assist with organizational tasks.
• Ensure office supplies are stocked and organized.

About You:

• High school diploma or equivalent
• 1 years experience in a customer service, office administration, accounts receivable, accounts payable or similar roles
• Knowledge of basic accounts receivable/payable bookkeeping practices and terms
• Experience using Microsoft Office software including to communicate via email and to review and modify reports and documents. (Outlook, Excel, Word)
• Able to learn and operate the computer related systems used to process customer invoices, vendor invoices, and cash sale payments
• Able to build and maintain a positive working relationship with customers, vendors, and co-workers

Our ideal candidate will also:

• Be confident and assertive when necessary.
• Be comfortable giving directions to teammates and making informed business decisions.
• Possess a high level of accuracy, organization, and attention to detail.
• Consistently follow up on ongoing requirements and duties
• Possess effective and professional written and verbal communication skills.
• 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.
• Possess outstanding customer service and interpersonal communication skills.

The benefits of working with us:
Our culture is well-suited for exceptional people who use their talents to drive business and want to share in the financial success their efforts yield. In addition to a competitive starting wage, we offer a Profit-Sharing Program that provides each team member with an opportunity to earn a direct share of the profits on an annual basis. In addition to our generous compensation package, Hajoca also offers:

• Medical, dental, vision, and prescription coverage
• 401(k)
• Retirement cash account with company contributions
• Life insurance
• Pre-tax accounts for healthcare and dependent care
• Paid vacation, holidays, and sick time
• Targeted training programs focused on your personal and professional growth

EEOC Statement
Hajoca Corporation is an Equal Opportunity/Affirmative Action Employer (Equal Opportunity Employer/Veterans/Disabled).

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, veteran status, disability, or any other protected category pursuant to federal, state or local laws and will not be discriminated against on the basis of any such categories/status. Hajoca values diversity, equity and inclusion and this policy applies to all employment practices at Hajoca. Hajoca is committed to providing reasonable accommodations for qualified individuals with disabilities including, but not limited to, during the application process. Please let us know if you need assistance or an accommodation due to a disability.

Background Screening Statement
We are a drug free workplace. Employment is contingent upon pre-employment drug screening, and successful completion of a criminal background investigation subject to any federal, state and local laws.

Salary : $18 - $22