Administrative Responsibilities:

• Ordering and Procurement: Manage office supplies, break room essentials, and other necessary items. Place orders with vendors and ensure timely delivery.
• Inventory Control: Keep track of office supplies and break room inventory, ensuring that stock levels are maintained.
• Assist Management: Provide administrative support to Management, including scheduling, document preparation, and coordination of meetings.
• Communication: Facilitate communication between warehouse and office personnel, ensuring smooth collaboration and efficient information flow.
• Data Entry and Record Keeping: Maintain accurate records of orders, inventory, and other relevant data. Input information into the company's systems as needed.
• Maintain accurate records of orders, inventory, and other relevant data. Input information into the company's systems as needed.
• Microsoft Tools: Proficient in Microsoft Outlook and Microsoft Teams.
• Employee Support: Assist with onboarding new employees, including preparing paperwork, scheduling training sessions, and setting up workspaces.
• Event Planning: Coordinate catering for office meetings, ensuring dietary restrictions and preferences are accommodated.
• Assist in planning and organizing company events, such as team-building activities, holiday parties, and corporate outings.

 

Warehouse Responsibilities:

• Receiving and Shipping: Handle incoming and outgoing shipments, ensuring accurate documentation and timely processing.
• Inventory Management: Maintain organized and efficient warehouse spaces, conduct regular stock checks, and update inventory records.
• Order Picking and Packing: Fulfill orders accurately and efficiently, ensuring products are prepared for shipment in a timely manner.
• Quality Control: Inspect incoming and outgoing products for quality, damages, or discrepancies and report any issues to the appropriate personnel.
• Cleaning: Maintain a clean and organized work area.

Accounting Responsibilities Invoice Processing:

• Receive, review, and accurately process vendor invoices in a timely manner.
• Verify invoices for accuracy, proper coding, and adherence to company policies.
• Match invoices with purchase orders and delivery receipts, ensuring consistency.

Data Entry and Documentation:

• Accurately enter invoice details into the accounting system while maintaining consistency and adherence to established coding guidelines.
• Assist in maintaining an organized and efficient filing system for invoices and related documentation.

Payment Processing:

• Prepare and process electronic payments, including checks, ACH transfers, and wire transfers, in accordance with payment terms and internal controls.
• Verify payment approvals and obtain necessary authorizations before releasing payments.

Account Reconciliation:

• Reconcile vendor statements and resolve discrepancies in a timely manner.
• Collaborate with internal departments to address any outstanding issues related to invoices or payments.

Reporting and Analysis:

• Provide regular reports on accounts payable activities, including outstanding invoices and payment status.
• Assist in analyzing accounts payable data to identify trends, opportunities for cost savings, and process improvements.

 

Qualifications:

• Minimum of an associate degree in business administration, Office Management, or a related field.
• Proven experience in administrative roles, preferably in a warehouse or manufacturing environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Effective communication skills, both written and verbal, with the ability to interact professionally with employees, vendors, and customers.
• Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.
• Flexibility to adapt to changing priorities and deadlines.
• Prior experience in procurement, inventory management, or accounting is a plus.
• Familiarity with warehouse operations and equipment is advantageous.