Office Adminstrator II

Service Experts, LLC Air Engineers; West Palm Beach (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive pay

Paid time off

401(k) with company matching

Medical/Dental/Vision insurance

Life Insurance

Job summary

Service Experts, LLC Air Engineers is seeking an Office Administrator II to handle a wide range of clerical and accounting tasks, from answering calls and routing inquiries to processing purchase orders and maintaining files in a busy office environment.

You will support accounts payable, cash logs, and timekeeping, assist with HR-related documents in the Exponent HR System, and ensure billing and vendor documentation are accurate and timely.

Qualifications

• High school diploma or equivalent required.
• 2+ years experience in general clerical or accounting clerk role.
• Proficiency in Microsoft Word, Excel and Outlook.
• Strong customer-service, verbal and written communication skills.

Responsibilities

• Answers telephone and routes calls to appropriate person.
• Disburses petty cash and reconciles cash expenditures.
• Creates purchase orders in designated system and obtains management approval.
• Maintains records for billing, accounts receivable and vendor payments.
• Gathers information to complete Employee Action Notices using the Exponent HR System.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Customer service

Communication

Interpersonal skills

Education

High school diploma

Tools

Exponent HR System

Timekeeping system

Job description

Welcome!The Office Administrator II requires basic knowledge of job procedures and tools obtained through work experience to complete routine and standard projects and assignments within the Office Management family. Works under general supervision.Key Responsibilities:Answers telephone and assists call or routes call to appropriate person. Sorts and opens mails,orders office supplies, and maintains files.Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use ofpetty cash, reconciles cash expenditures to balance fund monthly, and submits requireddocumentation to Accounts Payable for replenishment of fund.Removes payments and documents from Lock Bock, enters required information in cash log,completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receiptto designated person.As requested or from approved list, enters required information into designated system in order tocreate Purchase Orders.Obtains management approval of purchase order and routes/retainspurchasing documentation in accordance with standardized procedures.Maintains spreadsheet record of usage of consigned inventory; creates purchase orders indesignated system as inventory is used; reconciles available consigned inventory to usagespreadsheet, and reconciles invoices to purchase orders for consigned inventory.Processes extended warranty claims in accordance with established procedures and processes toinclude reviewing individual product warranty information in order to complete appropriate vendor’swarranty documents.Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor.Reviews timesheets for completeness, correctness, and required approvals prior to faxing toappropriate corporate personnel for entry into time-keeping system.Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in orderto complete spreadsheet for routing for entry by corporate personnel.Responsible for timely and accurate completion of billing activities and related reports. Ensures thatall billing inquiries are researched and resolved quickly using approved training techniques.Responsible for timely and accurate completion of accounts receivable activities including, but notlimited to, printing invoices and mailing to customers, calling on accounts with balance owed,collecting cash/check/credit card payments and deposits made timely, and related reports.Responsible for membership activities including filing agreements, calling on customers to schedulevisits, generating monthly reports, and handling the Ad Builder website.Responsible for timely closing of center tickets and job ensuring accuracy of all information.Gathers required information and documentation in order to complete Employee Action Notice usingthe Exponent HR System. Emails/faxes new-hire documentation and other required forms anddocuments to payroll or designee.Generates various systems reports in order to document updated status of activities and completerequired fiscal close forms for month, quarter, and year-end close. May be required to calculateestimated values for wages due, pending invoices, or other items.Follows SOX procedures to ensure all required files and documents are in place and correct.Represents the company professionally, honestly, and ethically in all business matters and activities.Trains, mentors and coaches other Administrative Support and ensures that work produced meetsproduct/service standards and exceeds quality standards.Performs similar/other duties as needed or assigned.Qualifications:High school diploma or equivalent with 2+ years experience in general clerical or accounting clerkKnowledge of generally accepted administrative practices and proceduresAbility to learn and follow company process and procedures, including the fundamentals of human resource-related recordkeeping and record retentionAbility to maintain confidentiality of human resource and other sensitive dataAbility to work well under pressureAbility to meet deadlines consistently with high levels of attention to detailCapable of dealing with stressful situations and unhappy customersAbility to learn and follow company process and proceduresAbility to multitask in a busy work environment and to organize and manage multiple prioritiesExcellent customer-service, verbal and written communication, and interpersonal skillsExperience or training the use of computers and related systems in an administrative officeenvironmentAdvanced skills in Microsoft Word, Excel and Outlook software applicationsEffective communication skills to communicate with customer and to resolve customer issues,complaints, or concernsAbility to communicate with co-workers and customers in a pleasant, business-like, and customer focusedmanner. Ability to communicate with a diverse customer population.Ability to work effectively in both a team and an independent environmentWhat Do We Offer You as a Service Experts Employee?Service Experts offers a comprehensive benefits package designed to support employees and their families in managing their health and wellness needs. Following is a summary of the many benefits that could be available to you as a Service Experts valued employee.Competitive Pay, including incentive opportunities for many positionsPaid Time Off and Company Holiday PayMedical /Dental /Vision Insurance programs401(k) Retirement Savings Plan with company matching contributionsLife Insurance, for you and options you can elect for your familyShort-term and Long-term disability insurance options, that protects you and your family if you are unable to workSupplemental benefit programs such as: Legal advice, pet insurance, health advocacy programsWorld Class Training opportunities through our Experts UniversityCareer Development opportunities• Minimum Experience: 2+ years • Minimum Education: High School Diploma/GED Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.The job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Service Experts.Service Experts is committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request an accommodation, please email [e-mail]