Branch Administrator

gemairedistributors; Pompano Beach (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

The Sales Center Office Administrator at Gemaire Distributors is responsible for assisting the Sales Center Manager with daily administrative operations at a wholesale HVAC distributorship. You will maintain the office environment, conduct daily cash reports, bank reconciliations, vendor claims and warranties, and ensure smooth office procedures.

Typical hours are Monday–Friday, 7:30 am–4:30 pm, in a standard office setting.

Qualifications

• Minimum 1+ year experience in an Office Administrator role, preferably in the HVAC industry.
• Knowledge of accounting practices and procedures a plus.
• Outstanding communication and organizational skills; must be very detail oriented.
• Proven success in providing excellent customer service.
• Ability to work independently but meet assigned goals and objectives in designated time frames.
• Capable of working in a fast-paced environment with skills to multi-task at different levels.
• Must possess the attitude of wanting to learn and grow with our Company.
• Knowledge of Microsoft Office products.

Responsibilities

• Coordinate, process and reconcile center’s daily cash reports.
• Record and verify customer payments by reconciling cash, check and credit card payments as indicated by Counter Sales Associates.
• Balance cash postings to cash receipts.
• Prepare bank reconciliations and deposits daily.
• Reconcile cash sales in the general ledger to bank deposits.
• Log and retrieve cash reconciliation reports.
• Maintain office filing and storage systems.
• Monitor and order Sales Center supplies.
• Distribute/file all incoming mail.
• Process eCommerce sales orders
• Schedule LTL/TL Inbound Deliveries
• Process Vendor Advance Shipping Notices
• Schedule 3PL Outbound Deliveries
• Research Vendor PO Claims to reconcile with Accounts Payable
• Research and Process Inbound and Outbound Freight Discrepancies
• Research and Maintain Open and Aging Vendor Warranty Claims and Returns
• Maintain Aging Sales Orders and Serial Number Discrepancies
• Perform other duties as assigned.
• In addition to the above responsibilities, this individual is held accountable for all other duties as assigned.

Job description

Duties and Responsibilities

• Coordinate, process and reconcile center’s daily cash reports.
• Record and verify customer payments by reconciling cash, check and credit card payments as indicated by Counter Sales Associates.
• Balance cash postings to cash receipts.
• Prepare bank reconciliations and deposits daily.
• Reconcile cash sales in the general ledger to bank deposits.
• Log and retrieve cash reconciliation reports.
• Maintain office filing and storage systems.
• Monitor and order Sales Center supplies.
• Distribute/file all incoming mail.
• Process eCommerce sales orders
• Schedule LTL/TL Inbound Deliveries
• Process Vendor Advance Shipping Notices
• Schedule 3PL Outbound Deliveries
• Research Vendor PO Claims to reconcile with Accounts Payable
• Research and Process Inbound and Outbound Freight Discrepancies
• Research and Maintain Open and Aging Vendor Warranty Claims and Returns
• Maintain Aging Sales Orders and Serial Number Discrepancies
• Perform other duties as assigned.

In addition to the above responsibilities, this individual is held accountable for all other duties as assigned.

Required Qualifications

• Minimum 1+ year experience in an Office Administrator role, preferably in the HVAC industry.
• Knowledge of accounting practices and procedures a plus.
• Outstanding communication and organizational skills; must be very detail oriented.
• Proven success in providing excellent customer service.
• Ability to work independently but meet assigned goals and objectives in designated time frames.
• Capable of working in a fast-paced environment with skills to multi-task at different levels.
• Must possess the attitude of wanting to learn and grow with our Company.
• Knowledge of Microsoft Office products.

Preferred Qualifications

• College/university degree preferred.
• Bilingual (Spanish) preferred.

Years of Experience

1 Years Minimum 1+ year experience in an Office Administrator role, preferably in the HVAC industry.

Work Environment Details:

Office Setting, Sales Center Office

Work Schedule:

Monday-Friday 7:30 am-4:30 pm

Physical Demands Demand Frequency

Sedentary – Lifting 0-10 pounds Occasional

Light Lifting – 10-20 pounds Occasional

Moderate Lifting – 20 to 50 pounds Never

Heavy Lifting – 50 to 100 pounds Never

Pulling/Pushing, Carrying Occasional

Reaching or working above shoulder Occasional

Walking Frequent

Standing Frequent

Sitting Constant

Stooping Never

Kneeling Never

Repeated Bending Never

Climbing Never

Desk Work/Computer use/Telephone use Constant

Operating a motor vehicle Never

Operating a commercial vehicle Never

Operating warehouse equipment, forklift, baseloid lift etc Never

Other – Talk, Drive, visit customers etc. Frequent

EEO Statement:

Watsco and its subsidiaries are an Equal Opportunity Employer and do not discriminate on the basis of age, color , race, religion, disability, sex, or national origin. We support a diverse and inclusive workplace where we employ, retain, terminate, and otherwise treat all employees and job applicants on the basis of merit, qualifications and competence.

Subsidiary: Gemaire Distributors

Business Title: Sales Center Office Administrator

Objective

The Sales Center Office Administrator is responsible for assisting the Sales Center Manager in the daily administrative operations at one of our established wholesale HVAC distributorships that carries multiple brands of equipment, parts and supplies. The Sales Center Office Administrator will help maintain the office environment, operational checklists, daily cash reports, bank reconciliations, vendor claims, vendor warranties, among other duties.