Admin & Invoicing Specialist

Bornquist Inc.; Moline (IL); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

401k plan

Paid time off

Job summary

Bornquist, Inc. in East Moline, IL is seeking an Office Administrator to handle invoices, order processing, and daily bookkeeping support while maintaining business records and supporting office operations.

This role requires keen attention to detail, excellent customer service, and proficiency in Microsoft Office; Prophet 21 experience is a plus. Benefits include medical, 401k, and paid time off.

Qualifications

• High school diploma or GED, or one to three months related experience and/or training, or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Nitro and general internet functionality required.
• Proficiency utilizing Enterprise software preferred (Prophet 21 by Epicor). Training can be provided.
• Excellent customer service skills with a strong desire to go above and beyond to exceed customer expectations.

Responsibilities

• Prepares and processes customer invoices.
• Enters customer invoices online on customer portals as necessary.
• Determines freight charges and adds to invoices for warehouse shipments where appropriate.
• Processes credit card payments, daily cash receipts, and deposits.
• Performs financial and bookkeeping tasks, including processing invoices, managing petty cash, assisting with budget tracking, and providing administrative support.
• Enters customer orders for standard part numbered items and sends order acknowledgements to customers.
• Enters and processes service orders for labor and start-up services.
• Matches completed pick tickets to invoices for warehouse shipments.
• Ensures pick tickets are processed and distributed to the warehouse in a timely manner.
• Reviews order acknowledgments, enters ship dates in ERP, and matches paperwork.
• Works with suppliers/vendors to expedite orders and correct information on order acknowledgements.
• Works with outside and inside sales teams to ensure deadlines and customer expectations are met.
• Maintains a general knowledge of taxable and non-taxable jobs to support accurate order entry, invoicing, and tax compliance.
• Manages closed order and quote files.
• Maintains the start-up/labor log.
• Processes customer RMA credits, rebate credits, goodwill credits, and credits to resolve issues such as pricing disputes or shipping errors. Processes debits as necessary to correct billing errors.
• Handles incoming and outgoing mail.
• Assists the warehouse, as necessary, with accurately picking and packaging orders for shipment.
• Matches packing lists and pick tickets to corresponding invoices.
• Coordinates various customer mailings.
• Orders office supplies as necessary.
• Organizes and coordinates office luncheons and other office events as requested.
• Works with others as necessary on special projects.
• Performs other related duties as assigned by management.

Skills

Customer service

Organizational skills

Oral communication

Written communication

Attention to detail

Education

High school diploma or GED

Tools

Prophet 21 by Epicor

Nitro PDF

Job description

Bornquist, Inc. in East Moline, IL is seeking an Office Administrator to handle invoices, order processing, and daily bookkeeping support while maintaining business records and supporting office operations.

This role requires keen attention to detail, excellent customer service, and proficiency in Microsoft Office; Prophet 21 experience is a plus. Benefits include medical, 401k, and paid time off.