Administrative Office Specialist - Kona Fish Company

Aloha,

At Kona Fish Company, we pride ourselves on our unwavering dedication to excellence. Our reputation precedes us as purveyors of the highest-quality seafood. Your expertise will undoubtedly contribute significantly to maintaining and enhancing this reputation. We are searching for a dedicated team player with a proven track record of success. Your passion for the industry and commitment to superior service aligns perfectly with our values and objectives.

POSITION SUMMARY

Under minimal supervision, assists GM, Sales, and staff with invoices and other documents. This position performs various duties, including order-taking, generating and validating invoices, coordinating documents, data entry, and clerical support.

ESSENTIAL FUNCTIONS

• Coordinates all the invoicing and related documents, including but not limited to working with the General Manager.
• Receives calls, faxes, e-mails, or walk-in requests for orders, order changes, adjustments, and cancellations directly from customers and inputs orders into Aspen.
• Process invoices, delivery, or will call documentation.
• Follow up with drivers, sales reps, and customers to ensure they receive their orders when pending invoices are unscanned on the invoice tracker.
• Coordinates invoices and related documents, including but not limited to working with accounting and other Head Office Staff.
• Helps validate invoices and other pertinent documents relating to all deliveries and/or pickups.
• Follow up and process all claims and/or credits on time.
• Confirm driver log sheets with invoices delivered (including signed PODs. If missing, contact Driver)
• Update other daily spreadsheets, if any.
• Process Credit Card Transactions, if any.
• Other duties as required.

MINIMUM QUALIFICATIONS

1. Associate's degree (A.A.) or equivalent from a two-year college or technical school.
2. One to two years of related experience and/or an equivalent combination of education and experience.
3. Computer skills, including a working knowledge of Microsoft Excel or similar spreadsheet programs.
4. Familiarity with and ability to use general office equipment, such as copy machines, fax machines, stamp machines, automatic typewriters, and 10-key punch.
5. Ability to work efficiently to meet deadlines and maintain high sound judgment.
6. Ability to effectively communicate with customers, vendors, and employees.
7. Knowledge of basic cash/check handling or basic math/algebraic equations.

Work Hours

Monday through Friday, some Saturdays. 8-5 hours a day

Must also be able to work irregular or longer hours as needed occasionally.