Administrative Assistant / Office Manager (1627-425) - Hajoca Corporation (West Monroe, LA) in Monroe, Louisiana For Sale

Job Summary The Profit Center Office Administrator handles all local aspects of accounts receivable and accounts payable processing in accordance with Company policy and procedures. This includes customer invoicing, cash sale proceeds handling, banking and report reconciliation, vendor invoice processing and reconciliations. Job Duties Note: Asterisk (*) indicates essential functions. * 1. Perform accurate and timely invoicing/reviewing of all customer shipments daily. Inform Operations Manager of all inventory onhand discrepancies noted on ship tickets. 2. (Eclipse only) A. Generate daily invoice preview report for management review and when approved, generate the customer invoices. Print and mail customer invoices, verify faxed customer invoice status. B. Create and maintain customer files in the system. * 3. Process incoming mail. Forward all invoices to AP Advantage for processing in a timely manner. Perform twice daily internal mail distribution, including printer and fax distribution. * 4. Process Freight Invoices through the NTS System and maintain an internal Freight Analysis Report. * 5. Reconcile daily cash sale transaction payments in the system; prepare the bank deposit; process checks for Payments on Account; prepare and submit required deposit paperwork to the Service Center and PCM. * 6. File invoiced/reviewed ship tickets, posted receiving reports, deposit backup, and all reconciled reports daily. * 7. Follow up and process Direct orders by: A. Receiving direct transfers and reviewing associated orders, B. Obtaining invoices from vendors and forwarding to AP Advantage. * 8. Enter and process Timecards for payroll processing. Perform all functions needed to ensure accurate and on time entry of data. * 9. Investigate, resolve and respond to all customer, vendor, Credit Manager and Service Center inquiries in a timely manner. * 10. Assist co-workers in servicing customers including answering incoming calls, faxing, filing, etc. including submittal preparation. 11. Perform other reasonably related duties as assigned by immediate supervisor and other management as required. Required Skills Knowledge, Skills and Abilities Outstanding customer service and interpersonal communication skills. Possess a high level of accuracy and attention to detail. Able to build and maintain a positive working relationship with customers, vendors, and co-workers. Able to research, analyze data and solve problems. Able to prioritize work projects and multi-task. Read, write, speak, and understand English. Add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals. Able to learn and operate (keyboard and mouse) the applicable software system (Eclipse, Mincron) used to process customer invoices, vendor invoices and cash sale payments. Required Experience Education, Training and Experience High school diploma or equivalent 1+ years experience in a customer service, accounts receivable, accounts payable or similar role Above average knowledge of Microsoft Office software; Outlook, Word & Excel (particularly) to communicate via email, to maintain customer and vendor contact files, appointments and to analyze performance data. Computer and keyboarding skills, 10-key by touch Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Sitting (in chair) 65% Standing 20% Walking 15% Lifting Occasionally up to 30 pounds Carrying Occasionally up to 30 pounds Controls Use of both hands and arms and use of both feet and legs Strength level Low The following movements and senses are required in this job: Hand and finger dexterity, stooping, kneeling, reaching, talking, hearing, near vision, far vision, peripheral vision, and color vision.
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