Office Administrator

POSITION SUMMARY
Supervises office administration and warehouse including but not limited to inventory processing and company funds including but not limited to petty cash, customer payments, money orders, route settlement, and Pcards; prepare invoices; processes accounts payable and reconciliation of petty cash expenditures; ensures fixed assets are accounted and documented for including but not limited to office equipment, warehouse, industrial power equipment and private fleet.

ESSENTIAL JOB FUNCTIONS

• Prepare, review and approve invoices; manage petty cash account and account reconciliations; collect application of funds including but not limited to checks and money orders; follow up and collect customer payments, process accounts payable and expense reimbursements including but not limited to ensuring accuracy of funds, issue bill back credits, and entering credit memos

• Guide and supervise direct and indirect reports, including but not limited to, hiring, training, evaluation, development, coaching personnel, and disciplinary actions

• Obtain and scan backup documentation including but not limited to open deductions, promotions, inventory/order, Ad’s and promotions accruals

• Coordinate and source supplies, repairs, preventive maintenance, rentals and renewals of material handling equipment in the warehouse including but not limited to forklifts and pallet jacks; review, file and maintain fleet reports including but not limited to fuel receipts, fuel consumption and Driver’s Vehicle Inspection reports; assign, apply and replace Sigma fixed asset tags; gather accident report; review warehouse inventory controls differences; book adjustments in SAP; perform inventory of foreign routes and (3PL) cold storage facilities; ship samples sourcing including but not limited to coolers and dry ice; support FMCSA compliancy

• Support compliance with Department of Transportation (DOT) regulations and licensing; conduct internal audits; develop, recommend, and execute action plan; acts as the main point of contact for third party provider

• Analyze KPI objectives including but not limited to Days Sales Outstanding (DSO), Cases per Man Hour (CPMH); provide recommendations to ensure KPIs are achieved; prepare and audit internal fixed asset disposal form (D1)

MINIMUM QUALIFICATIONS

• High School Diploma or GED
• One (1) year leadership experience
• Two (2) years of experience in bookkeeping, AR, AP, route cash settlement, inventory controls, fleet controls

PREFERRED QUALIFICATIONS

• Associates Degree in Accounting, Administration or Finance
• Supervisory experience
• Experience in SAP ERP modules Finance (FI) Controlling (CO), Material Management (MM), Plant Maintenance (PM)
• Bilingual fluency in English and Spanish reading, writing & speaking

KNOWLEDGE, SKILLS & ABILITITES (KSA’s)

• Proficient with Microsoft office, including skills with Outlook, Word, and Excel

ENVIRONMENTAL/WORKING CONDITIONS

• Ability to travel up to 10% of the time.

PHYSICAL REQUIREMENTS

• Usual office environment with frequent sitting, walking, and standing, and occasional climbing, stooping, kneeling, crouching, crawling, and balancing. Frequent use of eye, hand, and finger coordination enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Supplemental Pay:

• Bonus pay

Application Question(s):

• What are your minimum salary requirements?
• Do you require visa sponsorship or will you require it in the future?

Education:

• High school or equivalent (Preferred)

Experience:

• leadership: 1 year (Preferred)
• Bookkeeping, inventory controls, route cash settlement, etc: 2 years (Preferred)
• SAP ERP: 1 year (Preferred)

Language:

• bilingual English and Spanish (Preferred)

Work Location: Multiple Locations