Administrative Assistant

About the role

The Administrative Assistant supports both Supply Chain Center operations and business functions. The incumbent in this role will provide general office/clerical support, as well as maintain the operational aspects of the Supply Chain Center, including order processing, credit management, and customer service, in addition to team member duties such as general accounting, payroll, and team member administration.

They will also support the local Supply Chain Center in planning functions for team members, conducting new hire orientation as needed, and providing general clerical duties to other departments as necessary.

Shift - 5:00am start time, 8-hour shift

Compensation- $28.00- $31.00 based off experience

Main responsibilities

Order Management & Customer Relations - 40%

• Print and prepare necessary paperwork for the warehouse team to execute outbound operations
• Maintain credit management for the customer and lead the credit review process via SAP/Credit Tracker
• Order processing, including processing orders from customers and ensuring accurate ordering to the Supply Chain Centers
• Coordinate and disseminate corporate, marketing, and other company information to the stores as requested
• Maintain a filing system for invoices, reports, and other customer-related information

AP/AR Duties - 40%

• Assist with accounts payable, accounts receivable, and past dues
• Provide back-up to the on-site payroll administrator
• Partner with WRC A/P to ensure all payables for inventory and indirect are processed in a timely basis
• Ensure that payables are approved according to the Schedule of Authorization
• Monitor and follow up on aging accounts payable accruals
• Work with GL accountant to ensure timely estimates and period-end financial close
• Ensure compliance to Record Retention policy for items related to local payroll and A/P
• Maintain adequate procedures and controls; ensure Supply Chain Center compliance with finance and accounting policies
• Recommend journal entries as needed
• Create new vendors in Ariba and be a resource for local users
• Partner with the WRC A/R team as required for CODs, receivables, incorrect billing, and any miscellaneous cash receipts

General Admin Duties - 20%

• Facilitate new team member onboarding, which includes new hire orientation, document completion, New Hire safety training, and LMS training
• Process new hires and submit information to Human Resources to be entered into the payroll system
• Ensure that the required company, state, and federal requirements are posted
• Prepare and submit team member separation paperwork and provide the unemployment administrator with the requested information to process unemployment claims (if applicable)
• Maintain the center's compliance with the employee documentation retention process
• Submit and respond to Human Resources requests relevant to Team Member relations, including unemployment claims, verification of employment, work garnishments, Leave of Absence, annual Benefit enrollment, and any other team member-related documents, while maintaining confidentiality
• Process bi-weekly payroll and maintain accurate records for each team member
• Complete weekly payroll keys
• Assist in generating weekly keys
• Support in displaying internal communications (i.e., flyers, etc).
• Safety Coordinator responsibilities, such as training, audit support, and risk mitigation, as it pertains to safety and emergency services

Qualifications & Requirements

• High School diploma/GED
• Minimum 1 year of Customer Service experience, bookkeeping, or general accounting experience
• Ability to work independently and as a team
• Excellent communication, interpersonal and organizational skills
• Ability to handle multiple tasks
• Experience with Microsoft Office software
• Bilingual preferred

Additional Information

All your information will be kept confidential according to EEO guidelines.