Performs routine clerical duties in a Distribution Center in accordance with standard administrative office procedures. SALES SUPPORT - Phone/Reception - Enter call in orders / hotshots (immediate orders) - 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 tracking - Create and print POS as requested (labels, crack & peel, table tents, fund raiser forms, etc.) - Coupon tracking - EBP ordering (procurement system) - Process pricing exception requests via the PAT system (customer pricing exceptions) - 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 - OCM tracking/checkbook - Process P-Card, fuel card new user requests - Process T&E Requests - Prepare IFTA Reporting - Audit Comdata Fuel Report (fuel credit cards) - Prepare accounts payable timing accruals - Reconcile pager and phone bill and provide reporting on usage 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 COOLER SERVICE - AP invoice processing COLD DRINK/FULL SERVICE - FS change fund/key audit - FS commission statements - CST champion - EMO tracking and follow up 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, uniform deductions, 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 surveillance backup tapes - 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
Schedule is 9Am to 1Pm - Monday to Friday - days and times might change based on business need. Possible extra hours covering vacation.
- 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.
Please note this is an entry level position covering clerical duties from different aspects of the business.