Administrative Assistant

CTC; Indio (CA); On-site; USD 42,000 - 67,000; Full time

Job summary

CTC in Indio, CA is seeking a finance/administrative specialist to process cash and check transactions, reconcile records, and support settlement operations. You will use SAP and Excel to track variances and ensure accuracy, while maintaining strict controls and timely reporting.

The role requires strong attention to detail, the ability to work independently, and excellent communication across Delivery, Finance, and Settlement teams.

Qualifications

• Demonstrated knowledge of accounting concepts.
• Knowledge of Grocery Store DSD processes is an asset.
• Knowledge of rules and regulations surrounding check acceptance policies.
• Intermediate knowledge of Microsoft Excel, Word, and Outlook.
• Ability to learn and effectively use SAP and other systems.

Responsibilities

• Process all delivery route cash and check transactions in SAP.
• Audit daily delivery documents for compliance with policies and controls.
• Enter and track daily variances in SAP and Excel; resolve with supervisors within 48 hours.
• Provide daily and weekly review and analysis of noncompliance and settlement trends.
• Serve as the primary administrative contact for the Indio location.
• Independently manage daily administrative responsibilities and deadlines.
• Maintain trackers, reports, and records supporting Finance needs.
• Support coaching and training on documentation, cash handling, and compliance.
• Prepare daily bank deposits for GEO/Full Service Vending activity.
• Reconcile cash, checks, deposits, and related documentation.
• Track NSF customer payments and follow up as required.
• Coordinate replenishment of administrative, settlement, and supplies.
• Monitor outstanding documentation and variances.
• Liaise with local Finance Administrators and Settlement leadership.
• Partner with Delivery Supervisors to resolve issues and maintain compliance.

Skills

Analytical skills

Communication skills

Time management

Detail oriented

Independent worker

Cross-functional collaboration

Tools

SAP

Excel

Word

Outlook

Job description

• Process all delivery route cash and check transactions against Settlement Receipts and accurately record transactions into SAP.
• Audit daily delivery documents to ensure compliance with PBC policies, procedures, and internal controls.
• Enter and track daily delivery route variances in SAP and Excel and follow through with Delivery Supervisors to resolve variances within 48 hours.
• Provide daily and weekly review and analysis of noncompliance, settlement, and variance trends.
• Serve as the primary administrative contact for the Indio location, coordinating and prioritizing multiple administrative and settlement activities.
• Independently manage daily administrative responsibilities and ensure critical deadlines and location requirements are met.
• Maintain accurate trackers, reports, documentation, and records supporting daily operations and Finance requirements.
• Support coaching and training of the delivery team regarding documentation, cash handling, check acceptance, settlement, and compliance requirements.
• Prepare daily bank deposits for GEO/Full Service Vending activity and ensure deposits are completed accurately and timely.
• Reconcile cash, checks, deposits, and related documentation to identify and resolve discrepancies.
• Track and collect NSF customer payments and complete required reconciliation and follow-up.
• Coordinate replenishment and ordering of administrative, settlement, and operational supplies to ensure the location has the resources needed to operate effectively.
• Monitor and follow up on outstanding documentation, missing paperwork, variances, and other administrative exceptions.
• Liaise with and provide support to the local Finance Administrators group and Settlement leadership.
• Partner with Delivery Supervisors and other operational leaders to resolve issues and maintain compliance.
• Communicate daily operational concerns, trends, and unresolved issues to appropriate leadership.
• Maintain confidentiality and exercise sound judgment when handling cash, checks, financial information, employee information, and other sensitive business information.
• Ensure a safe, organized, and functional administrative and settlement work environment.
• Support additional administrative and Finance-related activities as required by the business.

Qualifications

• Demonstrated knowledge of accounting concepts is an asset.
• Knowledge of Grocery Store DSD processes is an asset.
• Knowledge of rules and regulations surrounding check acceptance policies.
• Intermediate knowledge of Microsoft Excel, Microsoft Word, and Outlook.
• Ability to learn and effectively use new computer programs and business systems, including SAP.
• Demonstrated ability to work independently and take ownership of assigned responsibilities.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong analytical and problem-solving skills with the ability to identify discrepancies and follow issues through to resolution.
• Demonstrated ownership and initiative to ensure a safe, accurate, and functional work environment within the settlement team.
• Ability to work under time constraints and meet daily deadlines with minimal supervision.
• Strong attention to detail and accuracy when handling financial transactions and documentation.
• Strong written and verbal communication skills.
• Ability to build effective working relationships with Delivery, Finance, Settlement, and other cross-functional teams.

Helpful Experience

• Previous administrative experience preferred.
• Previous experience supporting a finance, accounting, settlement, cash handling, or operations environment preferred.
• Previous experience using Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Previous experience using SAP or other financial/enterprise business systems is a plus.
• Experience working independently in a location-based administrative role is preferred.
• Experience handling cash, checks, deposits, reconciliations, or financial documentation is a plus.
• Strong communication and interpersonal skills with significant attention to detail.
• Ability to prioritize competing responsibilities while maintaining accuracy and meeting deadlines.