Office Administrator

$38,000 - $52,000/Yr

Winsupply Sioux Falls SD Co - Sioux Falls, SD

Full-time - Entry Level

Sioux Falls, SD

About the position

The Office Administrator plays a crucial role in managing various administrative tasks within the Profit Center, ensuring that all operations align with company policies and procedures. This position is responsible for handling customer invoicing, managing cash sale proceeds, banking activities, and report reconciliation. The Office Administrator must maintain a high level of accuracy and efficiency in all tasks, which include processing vendor invoices, reconciling accounts, and maintaining customer files. The role requires a proactive approach to problem-solving, particularly in addressing discrepancies in invoices and purchase orders, and ensuring timely communication with the Centralized Accounts Payable (AP) team. In addition to the core responsibilities, the Office Administrator is expected to complete safety and compliance training programs as assigned. Daily tasks include generating invoice preview reports for management, reconciling daily cash transactions, and preparing bank deposits. The position also involves filing important documents such as invoiced pick tickets and manifests, and maintaining organized records in accordance with company policy. The Office Administrator will assist in customer service by responding to inquiries and supporting co-workers in various administrative functions. Overall, this role is essential for the smooth operation of the office, requiring attention to detail, strong organizational skills, and the ability to work collaboratively with team members and management.

Responsibilities

• Complete required safety and compliance training programs as assigned.
• Perform accurate and timely invoicing of all customer shipments daily.
• Generate daily invoice preview report for management review.
• Obtain, review, submit, and approve expense vendor invoices in an accurate and timely manner.
• Review purchase order debit memos and debit cancellations ensuring all required documentation is included.
• Assist with identifying and resolving vendor invoice/purchase order discrepancies for invoice reconciliation.
• Reconcile daily cash sale transaction payments and cash funds in the system.
• Prepare the bank deposit, scan and process checks, and submit required deposit paperwork to the Support Center.
• Reconcile petty cash transactions monthly and prepare required deposit paperwork.
• File invoiced pick tickets, manifests, Hazmat manifests, and all reconciled reports daily.
• Create and maintain customer files in the system including tax exemption information.
• 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.

Requirements

• Proven experience in an administrative role, preferably in a similar environment.
• Strong organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and other relevant software.

Nice-to-haves

• Experience with invoicing and accounts payable processes.
• Familiarity with safety and compliance training programs.
• Knowledge of customer service best practices.