Office Administrator

Service-Tire-Truck-Centers; Town of Islip (NY); On-site; USD 4,500 - 8,900; Full time

Job summary

Service-Tire-Truck-Centers is seeking a detail-oriented office clerk to support branch functions by processing paperwork, entering data, and answering phone calls. You will update and finalize invoices within 48 hours and liaise with sales, tire service, warehouse, and mechanical service to gather information for accurate billing.

The role involves handling deposits, accounts receivable, and payable, monitoring past-due accounts, and coordinating with customers for POs.

Qualifications

• One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• Ability to read and comprehend simple instructions, short correspondence and memos; write simple correspondence; present information.
• Basic math and data entry skills; ability to compute rates, ratios, and percentages.
• Basic computer skills.
• Dress code: Business casual attire.

Responsibilities

• Update and finalize invoices within 48 hours of delivery or service.
• Coordinate with sales, tire service, warehouse, and mechanical service to gather information for accurate billing.
• Obtain POs from customers as needed.
• Answer and dispatch phone calls.
• Type letters and memos; perform other clerical work as requested by branch manager.
• Monitor receivables and follow up with past-due customers.
• Prepare invoices for mailing and mail within 24 hours of delivery.
• Process deposits from cash sales; take deposits to bank daily; maintain petty cash.
• Review accounts payable slips, packing slips, and inventory invoices; route to Corporate Office for timely payment.
• Receive and process cash from sales invoices and accounts receivable payments; write proper paperwork.
• Process petty cash inventory receipts.
• Receive inventory into the Adam system from vendor invoices.
• Employee may travel to corporate location for training and meetings.

Skills

Data entry

Invoicing

Phone handling

Clerical tasks

Computer literacy

Education

One-year certificate (college/technical school)

3–6 months related experience

Tools

Adam system

Job description

Description

Position Overview

Support branch functions by processing all paperwork, entering data into the computer system and answering incoming phone calls.

Essential Job Functions (include the following. Other duties may be assigned.)

• Update and finalize all invoices for the branch within 48 hours of delivery or service
• This includes communicating and interacting with different departments (sales, tire service, warehouse, & mechanical service) to gather the necessary information to accurately finalize invoices.
• Additional communication with customers may be necessary to obtain PO’s
• The expected minimum should be 400 per month as demand allows
• Answer and dispatch phone calls.
• Type letters and memos as needed as well as other standard clerical work when requested by branch manager.
• Monitor receivables and follow up with customers that are past due.
• Prepare invoices for mailing. Mail invoices to customer within 24 hours of delivery.
• Prepares deposits from cash sales. Take deposit to bank daily. Maintains petty cash account and controls credit card machine.
• Review all accounts payable slips, packing slips, and inventory invoices prior to manager's approval and send them to Corporate Office for timely payment.
• Receive and process cash from sales invoices and account receivable payments. Write up the proper paperwork.
• Processing petty cash inventory receipts
• Receive inventory into the Adam system from vendor invoices.
• Person must be adept at all billing functions within four months.
• May travel to corporate location for training and meetings

Supervisory Responsibilities

This position does not directly supervise personnel

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Requirements

Requirements

• Education and/or experience: One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• Language skills: Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one, on phone or in small group situations to customer and other employees of the organization.
• Mathematical skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning ability: Ability to apply common sense understanding to carry out instructions furnished in written or oral form.
• Computer skills: Basic knowledge of computers.
• Certificates, Licenses, Registrations: None required.
• Dress code: Business casual attire.

Equipment Used

• Computer, printer, calculators, fax, phone, photocopier, credit card & telecheck machine.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.

Work environment

Office environment with potentially variable temperatures. The noise level in the work environment is usually moderate.