Office Administrator

    You will: 

• Handle all assigned aspects of customer invoicing, cash sale proceeds handling, banking and report reconciliation, and expense vendor invoice submission. 

• 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. 

• 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. 

About You: 

• 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 

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

Our ideal candidate will also: 

• Possess outstanding customer service and interpersonal communication skills. 

• Possess a high level of accuracy and attention to detail. 

• Be able to build and maintain a positive working relationship with customers, vendors, and co-workers. 

• Be able to research, analyze data, and solve problems. 

• Be able to prioritize work projects and multi-task. 

• Be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals. 

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

The benefits of working with us:

Our culture is well-suited for exceptional people who use their talents to drive business and want to share in the financial success their efforts yield.  In addition to a competitive starting wage, we offer a Profit-Sharing Program that provides each team member with an opportunity to earn a direct share of the profits on an annual basis.  In addition to our generous compensation package, Hajoca also offers:
Full-time benefits (for team members working 30 or more hours per week): 
 

• Medical, dental, vision, and prescription coverage
• Accident and Hospital Indemnity coverage
• Life insurance and Long Term Disability
• Pre-tax accounts for healthcare and dependent care
• Paid vacation, holidays, and sick time (sick time also offered to PT team members as required by state law)

EEOC Statement

Hajoca Corporation is an Equal Opportunity/Affirmative Action Employer (Equal Opportunity Employer/Veterans/Disabled). 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, veteran status, disability, or any other protected category pursuant to federal, state or local laws and will not be discriminated against on the basis of any such categories/status. Hajoca values diversity, equity and inclusion and this policy applies to all employment practices at Hajoca.  Hajoca is committed to providing reasonable accommodations for qualified individuals with disabilities including, but not limited to, during the application process.  Please let us know if you need assistance or an accommodation due to a disability.

Background Screening Statement