Office Administrator

The Office Administrator position will be to perform general bookkeeping functions, including accounts payable, accounts receivable, process payroll, assist CSR with customer contact, and support the CSR function. This job is a bookkeeping/accounting function and a support function to customer service and management.

Job Duties:

• Follow all Company policies, rules, and regulations for safety, environment, and quality.
• Maintain the accounting and digital records of the business in an up-to-date manner.
• Retrieve financial information from ERP system and process activity in QuickBooks Online.
• Collect receivables and pay expenses per terms with customers and vendors.
• Perform three-way match of PO, POD, and invoice for all transactions.
• Process payroll once per week and address other payroll issues.
• Works closely with management and shipping/receiving personnel to ensure parts are shipped/received with proper documentation and records saved to file.
• Works with CSR, Quality, and Management to ensure customer and vendor relationships are maintained.
• Works with sales team to maintain customer lists and performs mailings and other communications to customers and potential customers.
• Perform data entry responsibilities on a timely basis.
• Assist in the training, orientation, and monitoring of the lower-level office personnel.
• Participate in period ending inventories.
• Maintain paperwork/traceability of all incoming material to include Packing Lists, Certificates, Lab Reports, Conformity data and any other pertinent information.
• Perform other tasks as assigned by supervisor.

Preferred Qualifications:

• High school diploma, or equivalent, or better.
• Minimum three years of experience in a customer contact, office admin, and bookkeeping position.
• Good communication skills, both English and Spanish (Read, write, and speak.)
• Computer skills (data entry) including understanding of Microsoft Office and email software.
• Skilled in using QuickBooks Online.
• Skilled in using an ERP system, particularly Job Boss, a plus.
• Organized and punctual
• Skilled in basic mental math to support quantity count and basic bookkeeping.
• Able to use standard office equipment, including a computer and current business software.
• Ability to problem solve, train-able, willing to ask for help, and willing to learn.
• Confidence and professionalism in representing the Company.
• Willingness to be a team player and take direction from management.
• Must be self-directed and be able to work with minimal supervision.
• Requires a high level of attention to detail.
• Capable of sitting for long periods of time or for an entire shift, excluding breaks