Administrative Assistant

Kristen Distributing Company is a local, family-owned beverage distribution company based in the Bryan/College Station area, with a rich history dating back to 1930 when it was founded in Bellville, Texas. Our mission at Kristen Distributing Company is to uphold the highest standards by providing exceptional beverages that align with the manufacturer's marketing concepts. We are dedicated to fostering an environment that encourages personal independence, offers abundant opportunities, and prioritizes the development that enhances the strengths and dignity of our employees and customers.

The Administrative Assistant is central to the daily operation of our front office. This role blends reception and customer service with essential financial and recordkeeping responsibilities, including balancing invoices, handling cash and deposits, and scanning and organizing critical company documents. The successful candidate will be highly organized and detail-oriented, handle money and sensitive paperwork with accuracy and discretion, and consistently deliver friendly, professional service to customers, drivers, vendors, and team members. 

Your essential duties will include:

Administrative, Financial & Cash Handling 

• Balance invoices daily for the previous workday and ensure all transactions are accurate. 

• Balance delivery routes, hot shots, and dock sales. 

• Count and reconcile the cash drawer at the end of each day, maintaining the standard drawer balance. 

• Prepare and complete daily cash deposits. 

• Deposit checks and/or money orders in a timely manner. 

• Complete day shut-down procedures in Encompass and notify the appropriate personnel once the previous workday is closed. 

• Report and address any discrepancies promptly. 

• Check in drivers and assist with related documentation. 

• Place orders for Hot Shot / Dock Sale as needed. 

Document Scanning & Records Management 

• Scan previous-day invoices into Dropbox and Encompass, then file and proofread them in Docuware and OneDrive to ensure documents are correctly labeled. 

• Scan previous-day PODs (Proof of Deliveries). 

• Scan trade-outs, donations, and new customer paperwork. 

• Receive, scan, and upload paperwork returned from the Temple location. 

• Properly dispose of sensitive paperwork through the secured document-destruction process. 

BOL Management (Bill of Lading) 

• Scan current BOLs daily and upload them to the shared cloud folder for Shipping & Receiving. 

• Upload BOLs to Docuware and proofread the autofill to ensure documents are properly labeled. 

• Ensure all BOLs are properly labeled, organized, and maintained in the physical filing system. 

• Confirm BOLs are backed up in the archive before discarding, exercising extra care given their importance for TABC audits. 

Reception & Customer Service 

• Warmly greet and assist visitors, drivers, and vendors, and direct them to the appropriate person or department. 

• Professionally answer incoming calls and transfer them to the relevant parties. 

• Respond to emails and Microsoft Teams messages in a timely, courteous manner. 

• Provide exceptional customer service, addressing visitor and caller needs promptly and effectively. 

• Maintain a tidy, organized, and welcoming front office and lobby. 

Additional & Periodic Duties 

• Prepare monthly birthday cards, beginning mid-month prior to ensure all signatures are collected before the employee's birthday. 

• Complete IT and cybersecurity surveys promptly to stay current on company security practices. 

• Provide backup support to other front-office staff as needed. 

• Demonstrate flexibility and a proactive attitude in performing other job-related duties as assigned to contribute to team success. 

We value the dedication of our employees and offer an enticing range of benefits to ensure your well-being and satisfaction.

• Compensation: Competitive starting Hourly rate of $15.00 - $17.00, structured around your experience and skills.
• Comprehensive Insurance Coverage: Embrace peace of mind with our comprehensive suite of benefits, including medical, dental, vision, life, critical illness, and accident insurance for both you and your eligible family members.
• Income Protection: Safeguard your financial future with voluntary short-term and long-term disability insurance options exclusively for employees.
• Base Life Insurance: Our commitment to your security includes a generous company-paid policy worth $30,000.
• Work-Life Balance: Recharge and rejuvenate with weekends off, empowering you to strike the perfect balance between your professional and personal life.
• Financial Security: Take charge of your future with confidence through our company's matching 401(k) program, ensuring your financial prosperity.
• Paid Time Off: Unwind and indulge in well-deserved relaxation with our generous paid time off policy, available after just six months of employment.
• Paid Holidays: Celebrate the joys of life with seven paid holidays annually, creating cherished moments with loved ones throughout the year.
• Efficient Paydays: Experience seamless and hassle-free paydays through our convenient bi-weekly pay schedule and direct deposit payment system, allowing you to focus on what matters most.
• Employee Counseling: Access free, confidential counseling from our dedicated on-staff counselor, providing invaluable support for life's everyday challenges.
• Provided Equipment: We furnish essential tools and technology to support employees in their roles, fostering productivity and seamless communication across the organization.

To be considered for this position, candidates should possess:

• High school diploma or equivalent; additional education or certifications in office administration is a plus.
• Proven experience in administrative roles, showcasing competence in office procedures and responsibilities.
• Strong verbal and written communication skills to interact effectively with internal and external stakeholders.
• Exceptional organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Proficient in basic office software such as Microsoft Office (Word, Excel, Outlook) and familiarity with other relevant tools.
• Demonstrated commitment to providing excellent customer service, whether dealing with visitors, callers, or colleagues.
• Keen attention to detail to ensure accuracy in tasks like data entry, filing, and document preparation.
• Ability to approach challenges with a positive attitude and find effective solutions.
• Maintains a polished and professional demeanor, both in appearance and conduct.
• Ability to adapt to changing priorities and take on additional responsibilities as needed.
• Demonstrated ability to handle sensitive information with discretion and confidentiality.
• Works well in a team environment, demonstrating a collaborative and supportive attitude.
• Effective time management skills to meet deadlines and efficiently handle tasks.
• Proactive approach to responsibilities, with a willingness to take on tasks beyond the defined role.
• Capacity to identify issues and provide practical solutions to enhance office efficiency.
• Adapts to changing work requirements and embraces a flexible approach to tasks.