Distribution Center Administrator- Smithtown, NY

  • Company: Coca-Cola
  • Location: Hauppauge, New York
  • Posted: January 12, 2017
  • Reference ID: 00062136
Job ID: 00062136

Performs routine clerical duties in a Distribution Center in accordance with standard administrative office procedures.  

SALES SUPPORT - Phone/Reception - Process donation requests - Miscellaneous copying, laminating and distributing - RS02 file maintenance (driver data in route accounting system) - Order POS (point of sale material) and do all required Coupon tracking – ordering (procurement system) - Process pricing discrepancy requests  via the PDR system Create and maintain Track/Rank/Publish boards as required  cell phone administration - report review - Entertainment tickets and log - Sales Meeting Notes/Handouts as requested

ACCOUNTS PAYABLE - Process AP Invoices, prepare check requests, research payments, prepare transmittal logs - Process and reconcile P-card Statements (company credit cards) - Review Expense Distribution Log - - Process P-Card, fuel card new user requests - Audit Comdata Fuel Report (fuel credit cards) - Prepare accounts payable timing accruals DISTRIBUTION - Driver call in log - DOT – DVRs and Grid logs required file maintenance only - Enter special event orders for service and schedule - Employee sale - Safety committee notes as assigned

FULL SERVICE - FS change fund/key audit  ACCOUNTS RECEIVABLE/CREDIT - Customer Accounts Receivable research – Sales Center Charge back - Customer mail check requests (validation) - NSF Review and tracking – notification to sales - PIA, drafting credit memos and invoice corrections - Local Branch Deductions research

HUMAN RESOURCES - New Employee Orientation and On-Boarding - Responsible for collection, review and dissemination of original new hire paperwork - Scans CCR Employment Application and Consent Form & Disclosure Form and emails to designated Talent Acquisition representative. - Serves as local Chain of Custody Coordinator for CCR Drug Test Program - Prints and posts Open Requisition reports/Job Opportunity listings - Make sure all required postings are posted (for audit purposes) - DOT - files, random drug testing, records of violation, MVR and physical recertification - Safety Matrix – Training, tracking, and reporting to responsible parties

PAYROLL - Process and transmit weekly payroll within time deadlines and audit requirements including proper approvals - Process payroll adjustments, miscellaneous deductions - Maintain and update LCC codes/hour transfers in timekeeping system - Ensure that all approvals are obtained to process payroll - Monitor Kronos (timekeeping) and payroll activities - Remote punch audit tracking to ensure compliance with audit frequency - Trimester Incentive verification as requested for route assignments and other required information

SECURITY - Security door maintenance and programming -  - Maintain visitor log and badges - Assign access cards INFORMATION

TECHNOLOGY - Phone system and voice mail maintenance - Maintain/request maintenance on office equipment

MISCELLANEOUS ADMINISTRATIVE DUTIES - Coordinate employee/facility events including catering and meeting room set up - Handle mail/shipping - Update phone directory - Ensure compliance to company audit guidelines - Manage flow of information throughout the day, faxes, coping, telephone, etc. - Schedule conference rooms - Support inventory process as assigned - Provide administrative support to Distribution Center Manager/Supervisors or Sales Managers/Supervisors as assigned

Please note schedule is Monday - Friday - occasional Saturdays- based on business need


- High School/GED or Diploma required

- Some college preferred

- 2-5 years’ experience in automated office environment required

- Minimum 1 year of finance related experience in an office environment required

 - Basic computer skills including Excel, Word and Power point or related experience 
 - Excellent phone etiquette  
 - Knowledge of multi-line phone systems 
 - Accurate data entry 
 - Strong organizational skills. Bi-lingual skills a plus 
 - Occasional lifting of up to 50 lbs.

Coca-Cola Refreshments is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.

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