Office Administrator

$41,600 - $41,600/Yr

Hajoca Corporation - Wilmington, NC

Part-time - Entry Level

Wilmington, NC

Merchant Wholesalers, Durable Goods

About the position

The Office Administrator at Hajoca Corporation plays a crucial role in ensuring the smooth operation of the Wilmington, NC location. This part-time position involves managing customer invoicing, handling cash sale proceeds, and reconciling reports. The ideal candidate will be organized, detail-oriented, and capable of efficiently managing competing priorities while providing excellent customer service.

Responsibilities

• 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 ensuring 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.

Requirements

• 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.

Nice-to-haves

• Outstanding customer service and interpersonal communication skills.
• High level of accuracy and attention to detail.
• Ability to build and maintain positive working relationships with customers, vendors, and co-workers.
• Ability to research, analyze data, and solve problems.
• Ability to prioritize work projects and multi-task.
• Ability to perform basic arithmetic operations using whole numbers, common fractions, and decimals.
• Ability to learn and operate the computer related systems used to process customer invoices, vendor invoices, and cash sale payments.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid holidays