Office Administrator

Hajoca Corporation; Dallas (TX); On-site; USD 39,000 - 56,000; Full time

Job summary

Join a leading company as an Office Administrator, where you will manage invoicing, vendor communications, and customer inquiries. Ideal candidates are detail-oriented with experience in accounts payable or receivable, possess strong customer service skills, and are effective in managing competing priorities.

Qualifications

• 1 or more years of experience in customer service, accounts receivable, accounts payable, or similar role.
• Knowledge of basic accounts receivable/payable bookkeeping practices.

Responsibilities

• Perform accurate and timely invoicing of all customer shipments.
• Review purchase orders and vendor invoices for discrepancies.
• Maintain customer files and handle inquiries from customers and vendors.

Skills

Customer Service

Interpersonal Communication

Problem-solving

Attention to Detail

Tools

Microsoft Office

Job description

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Are you organized and detail-oriented? Are you able to efficiently manage competing priorities? Do you thrive on analyzing and solving problems to help ensure the business runs smoothly? If so, we'd like you to join our team as an Office Administrator.

About The Role

You will:

• Perform accurate and timely invoicing of all customer shipments daily. Inform appropriate teammate of any discrepancies noted on tickets that require review.
• Generate daily invoice preview reports for management review.
• Obtain, review, submit, and approve expense vendor invoices in an accurate and timely manner, reconciling within the Accounts Payable (AP) approval system or via credit card statements as needed.
• Review purchase order debit memos and debit cancellations ensuring all required documentation is included and communicate the information to the Centralized AP team in an accurate and timely manner.
• Assist with identifying and resolving vendor invoice/purchase order discrepancies for invoice reconciliation by the Centralized AP team.
• Reconcile daily cash sale transaction payments and cash funds in the system, prepare the bank deposit, scan and process checks, prepare and submit required deposit paperwork to the Support Center.
• Reconcile petty cash transactions monthly, prepare and submit required deposit paperwork to the Support Center.
• File invoiced pick tickets, manifests, Hazmat manifests, receiving paperwork, deposit backup, and all reconciled reports daily. Maintain required files including credit card authorization forms and deposited checks in accordance with Company policy.
• Create and maintain customer files in the system including tax exemption information, retain customer Tax Exemption Certificates per Company policy.
• 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.
• Successfully complete required safety and compliance training programs as assigned.
• Perform other reasonably related duties as assigned by immediate supervisor and other management as required.
  
  

About You

• 1 or more years of experience in a customer service, accounts receivable, accounts payable, or similar role.
• Knowledge of basic accounts receivable/payable bookkeeping practices and terms.
  
  

Our Ideal Candidate Will Also

• Be able to use Microsoft Office software to communicate via email and to review reports and documents.
• Demonstrate outstanding customer service and interpersonal communication skills.
• Possess a high level of accuracy and attention to detail.
• Be able to build and maintain a positive working relationship with customers, vendors, and co-workers.
• Be able to research, analyze data, and solve problems.
• Be able to prioritize work projects and multi-task.
• Read, write, speak, and understand English.
• Be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals.
• Be able to learn and operate the computer related systems used to process customer invoices, vendor invoices, and cash sale payments.
  
  

Hajoca Corporation Job 8137 by eQuest

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Human Resources Services

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