Office Manager/Warehouse

Elite School Staffing; Westland (MI); On-site; USD 35,000 - 45,000; Full time

Job summary

A staffing agency in Westland is seeking a detail-oriented individual for a pivotal administrative role focusing on order management and customer service. The candidate will handle tasks such as order entry in QuickBooks, generating shipping labels, and liaising with vendors while maintaining an organized system for all documentation. Proficiency with QuickBooks and strong organizational skills are essential for success in this role.

Responsibilities

• Receive and confirm orders and ensure product compatibility.
• Enter and close orders in QuickBooks and Process Flows.
• Generate shipping labels and complete payments.
• Engage in customer service communications for parts and technical issues.
• Organize and track shipments and invoices.

Job description

Responsibilities

• Receive and confirm orders (ensure product compatibility as necessary).
• Enter and close orders in QB and Order Log (with assistance from Madz, still checking for accuracy).
• Print Packing Slips and Process Flows.
• Generate Shipping Labels.
• Complete Payment (Process credit card transaction or invoice per terms).
• Send Invoices/Tracking.
• Close sales with customers via phone.
• Customer Service calls/emails for parts and technical issues.
• Dealer Service calls/emails.
• File EZ Carrier paperwork.
• Send and follow up on AR reports with dealers.
• Keep dealer information organized and updated.
• QuickBooks - AR
• Track UPS shipment costs.
• Returns/Exchanges/Warranties.
• Enter and close POs in Customer Release Book.
• Enter Outgoing Shipments.
• PREP Shippers.
• Inventory data entry (with Barb).
• HS1/HS2 Pipeline.
• HS1/HS2 Customer Release Book.
• Schedule Shipments (BOL).
• Generate/send shippers.
• Generate/send invoice (if applicable, only HS2).
• Generate HS1 Past Due PO log for easy tracking.
• Generate and send POs to vendors.
• Calculate and record 3-month sales forecast.
• Act as a liaison to shipping and receiving.
• Monitor incoming shipments and compare to POs.
• Contact vendors for product/supply quotes then place orders.
• Communicate with vendors/customers about expected ship dates and order progress/completion.
• Collect and approve invoices for Son’s payment (follow up if invoice does not match PO/shipping doc).
• Send/Follow-Up on AR (HS2).
• Enter Incoming HS1 Shipments (and monitor).
• Secondary point of contact for MEC – Daily Operations (Open POs, add-ons, shipping).
• Organizing and filing ALL documentation and paperwork.
• QuickBooks – AP/AR.
• Confirm HS1 PO pricing and in-house date - approval.
• Point of contact for employee insurance company (Add/Term., invoicing, documentation).
• Collecting/filing New Employee documents.
• New Employee Training.
• Enter potential candidates into HR Pipeline as necessary.
• Job Posting.
• Front office cleaning/stocking.
• Additional “one-off” tasks (Proofreading, Organizing, establishing process, etc.)
• Direct phone calls and messages to the appropriate contact.
• Update/create forms as necessary.
• Update Vendor Directory.
• Organizing and filing ALL documentation and paperwork.
• Purchasing.
• Deposits.
• Quoting chemicals/replacement equipment.
• Receiving/Processing POs.
• Scheduling shipments.
• Invoicing.
• Inventory.
• Accounts Receivable.
• Accounts Payable.
• Monthly Bank/QB Reconciliation.
• Purchasing.
• Bank Deposits.
• Directing phone calls/emails.
• Filing.
• Working with CPA.
• Customer Service (providing requested documents to customers for chems).