Job Description

As an Office Administrator, you will play a key role in ensuring smooth business operations through accurate record-keeping, invoice management, and support of day-to-day administrative functions. Key Responsibilities: Invoicing & Reporting Accurately process and invoice all customer shipments daily Notify appropriate team members of any discrepancies in shipment tickets Generate daily invoice preview reports for management Reconcile invoices via AP approval systems or company credit card statements Review and communicate purchase order debit memos and cancellations to the Centralized AP team Assist with resolving vendor invoice and purchase order discrepancies Reconcile daily cash sale payments, prepare deposits, and submit necessary paperwork to the Support Center Scan, process checks, and manage deposit documentation Reconcile and report monthly petty cash transactions File invoiced pick tickets, manifests, and related documents daily Maintain proper documentation for credit card authorizations, tax exemption forms, and customer files Respond promptly to inquiries from customers, vendors, Credit Managers, and the Support Center Support co-workers with customer service tasks including answering phones, filing, photocopying, and faxing Complete required safety and compliance training Perform other duties as assigned by management Basic Qualifications: At least 1 year of experience in a customer service, accounts receivable/payable, or administrative support role Working knowledge of basic bookkeeping terms and practices Preferred Skills and Attributes: Proficiency in Microsoft Office (Outlook, Excel, Word) Strong customer service and interpersonal communication skills Exceptional attention to detail and accuracy Ability to build positive relationships with customers, vendors, and colleagues Strong problem-solving and data analysis abilities Excellent time management and multi-tasking skills Comfortable with basic math and handling financial transactions Willingness to learn and operate internal systems for invoicing and reconciliation Fluency in reading, writing, and speaking English

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