Branch Administrator IV

Mitsubishi Corporation; Woburn (MA); On-site; USD 42,000 - 58,000; Full time

Job summary

Mitsubishi Corporation in Woburn, MA is seeking an experienced administrative professional to support branch operations. You will handle payments, payroll, vendor invoices, A/R/A/P tasks, data entry, and documentation control.

You will also respond to inquiries, coordinate service orders, maintain files, and assist in preparing reports and contracts. Strong Excel/Word skills and attention to detail are required. This is an on-site role in Woburn, MA.

Qualifications

• 5+ years of applicable experience.
• High school diploma required; college courses in accounting preferred.
• Strong work ethic; well organized; self-starter; follows filing procedures.
• Detail oriented, professional, reliable.
• Proficient in Excel and Word; 10-key by touch; 60–65 wpm typing.
• SAP/Total Service/Concur experience a plus.
• Strong problem-solving; basic accounting principles; data analysis; multitasking.
• Thorough knowledge of accounts payable/general ledger systems and procedures.

Responsibilities

• Process payment requests: check requests, expense reports, intercompany notes payables, vendor invoices.
• Follow office processes (P/Ps) including IT systems like Total Service, Salesforce, MS Office.
• Handle data entry, document retention, and office safety.
• Answer phones and respond to customer service inquiries.
• Dispatch service requests and log data; communicate with customers about trouble calls.
• Prepare weekly payroll and weekly A/R billing.
• Create purchase orders and A/P invoices for payment.
• Submit Total Service forms for all accounts & vendors; manage contracts, COI, and bonds.
• Maintain open order/inspections/planned repairs binders and e-files.
• Mail and filing duties; maintain orderly files and stock room.
• Order maintenance services and office supplies; support other staff with research and reports.

Skills

Excel

Word

Typing 60-65 wpm

Education

High school diploma

Accounting courses (college)

Tools

SAP

Total Service

Concur

Job description

The primary purpose of this position will be to respond to customer service requests, to provide administrative support and to complete other administrative support duties for branch operations. This position will also adhere to company safety policies and actively participate in one or more committees. This position is located in Woburn, MA.

The essential functions of the position include, but are not limited to the following:

• Process payment requests, including check requests, expense reports, Inter Company notes payables, and vendor invoices.
• Follow established P/Ps regarding all office functions including IIPP, A/R and A/P. Become proficient in all applicable IT systems & software (Total Service, SalesForce, MS Office Suite, etc.)
• Follow all established P/P regarding data entry, document retention and storage and office safety.
• Answer telephones and respond to general customer service inquiries and service support requests.
• Dispatch customer service requests and input data into computer database upon receipt. Communicate with the customers as necessary on trouble calls.
• Prepare weekly payroll.
• Prepare weekly A/r billing.
• Create Purchase Orders upon request.
• Prepare A/P invoices for ACO payment twice monthly.
• Submit Total Service forms for all accounts and jobs for all Customers/Accounts & Vendors
• Process Inspection Reports and maintain Open Order / Inspections / Planned Repair binder and e-files.
• Process contracts upon receipt including e-files, COI and bond requests and all other related forms.
• Mail distribution and preparation including FedEx or other packages.
• Filing: Customer account info; Vendor A/P info; times tickets; and packing lists/POs
• Prepare general correspondence as directed.
• Maintain orderly files, office area and stock room.
• Order service repairs for machines (printers, copiers etc.) and other office related services (telephone, data, etc.); order company and general office supplies.
• Provide administrative support as needed for other office personnel including material research, bid forms, correspondence and other various reports as needed.
• Perform other duties as assigned.

EDUCATION AND EXPERIENCE:

• 5+ years of applicable experience.
• High school diploma required, college courses in accounting preferred.
• Must have strong work ethic, be well organized, manage time well and a self-starter.
• Must be able to follow standard filing procedures.
• Detail oriented, professional attitude, reliable.
• Proficient in Excel and Word, 10-key by touch and able to type 60-65 wpm. SAP, Total Service and Concur experience a plus.
• Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills.
• Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures.
• Communicates effectively verbally and in writing.
• Ability to interact with employees and vendors in a professional manner.
• Ability to speak and write English fluently.
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately.

The pay range for this position at commencement of employment is expected to be between $30.77/hr. and $42.31/hr.; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements, including commissions based on achieving individual performance and/or sales metrics, incentive compensation and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these additional compensation and benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an "at-will position" and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

We are an equal employment opportunity employer. All employment decisions are made without regard to race, color, religion, sex, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, sexual orientation, gender identity, gender expression, domestic partnership, physical disability, mental disability, medical condition, genetic characteristic or information, military or veteran status or other legally protected status (except when one of these criteria is a legally permissible bona- fide occupational qualification).

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the Company, or (c) consistent with the Company’s legal duty to furnish information.

To view the EEO is The Law Poster and the supplement, please visit www.dol.gov/sites/dolgov/files/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

To view the Notice to Job Applicants and Employees regarding San Francisco's Fair Chance Ordinance and the Know Your Rights poster please visit www.sfgov.org/olse/sites/default/files/FCO%20poster2020_0.pdf

Applicants with a disability who need assistance with the application process may contact Human Resources by email at [e-mail] or by calling 714.229.3813.