OFFICE ASSISTANT

POSITION SUMMARY

Under minimal supervision, assists GM, Sales, and Staff with invoices and other documents. This position performs a variety of duties, including data entry, tracking documentation, generating reports, providing clerical support, and updating HACCP (Hazard Analysis Critical Control Point) documentation and paperwork.

ESSENTIAL FUNCTIONS

1. Coordinates all the invoice and related documents, including but not limited to, working with the General Manager, Sales and Marketing, Accounting, or Administrative Assistant.
2. Processing invoices, delivery, or will call documentation.
3. Follow-up with drivers, sales reps, and customers to ensure that they received their orders when pending invoice is found un-scanned on invoice tracker.
4. Daily deposits of customer payments using internal check deposit scanner.
5. Process Credit Card Transactions, if any.
6. Perform daily closing in Aspen.
7. Input information into the various company programs (i.e. ASPEN)
8. Follow up and process all claims and/or credits on a timely basis.
9. Confirm driver log sheets with invoices delivered. Verify that invoices and/or proof of delivery (POD) is signed (check off, if missing contact Driver)
10. Update HACCP documentation and paperwork.
11. Coordinate with corporate office HACCP compliance team to ensure works are performed in compliance with HACCP regulations and guidelines.
12. File HACCP documents, create and maintain spreadsheets, and complete other HACCP tasks as needed.

OTHER FUNCTIONS

1. Answers incoming phone calls and address calls in an appropriate manner.
2. Ability to prioritize workloads and meet deadlines.
3. Additional tasks as required.

MINIMUM QUALIFICATIONS

1. Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or one to two years related experience, and/or equivalent combination of education and experience.
2. Intermediate level computer skills, including a working knowledge of Microsoft Excel or similar spreadsheet program.
3. Familiarity with and ability to use general office equipment, such as copy machines, fax machines, stamp machines and automatic typewriters and 10-key punch.
4. Ability to work effectively under pressure to meet deadlines and maintain a high degree of good judgment.
5. Ability to calculate basic algebraic equations.

INTERPERSONAL INTERACTION

This position reports directly to the General Manager, or if unavailable, then this position reports to Office Manager. On a daily basis, the person in this position will interact with customers and staff. Ability to effectively communicate with customers, vendors and employees is an essential part of this position.