Office Assistant - Hajoca Corporation/Mcdonald SupplyMcDonald Supply

Job Title

Office Assistant 

Job Overview

The Profit Center Office Administrator handles all aspects of assigned administrative duties in accordance with Company policy and procedures. This includes customer invoicing, cash sale proceeds handling, banking and report reconciliation, and expense vendor invoice submission.

Core Job Responsibilities

• Successfully complete required safety and compliance training programs as assigned

. • Perform accurate and timely invoicing of all customer shipments daily. Inform appropriate teammate of any discrepancies noted on tickets that require review

. • Generate daily invoice preview report for management review

. • Obtain, review, 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

. • Review purchase order debit memos and debit cancellations ensuing all required documentation is included and communicate to Centralized AP team in an accurate and timely manner.

• Assist with identifying and resolving vendor invoice/purchase order discrepancies for invoice reconciliation by Centralized AP team.

• Reconcile daily cash sale transaction payments and cash funds in the system, prepare the bank deposit, scan and process checks, prepare and submit required deposit paperwork to the Support Center

. • Reconcile petty cash transactions monthly, prepare and submit required deposit paperwork to the Support Center

. • File invoiced pick tickets, manifests, Hazmat manifests, receiving paperwork, deposit backup, and all reconciled reports daily. Maintain required files including credit card authorization forms and deposited checks in accordance with Company policy

. • Create and maintain customer files in the system including tax exemption information, retain customer Tax Exemption Certificates per Company policy

. • Perform daily, weekly, and monthly duties as defined by the Manager and Company policy

. • Investigate, resolve and respond to all customer, vendor, Credit Manager, and Support Center inquiries in a timely manner.

• Assist co-workers in servicing customers including answering incoming calls, faxing, filing, and photocopying.

• Perform other reasonably related duties as assigned by immediate supervisor and other management as required.

Basic Qualifications

• High school diploma or equivalent

• 1+ years experience in a customer service, accounts receivable, accounts payable or similar role

• Knowledge of basic accounts receivable/payable bookkeeping practices and terms

Skills

• Use Microsoft Office software to communicate via email, to review reports and documents

. • 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 the computer related systems used to process customer invoices, vendor invoices, and cash sale payments.