Office Associate

Job Summary

Coordinates, organizes and performs day-to-day functions of office operations and procedures to ensure organizational effectiveness, efficiency and a more productive work environment. Provides support for the branch staff and assists customers face-to-face as well as over the phone promoting sales and technical assistance.  

Responsibilities

Essential Functions

• Completes various office support duties, which may include welcoming visitors, operating a multi-line phone system, providing administrative and office organization, establishing and maintaining systems and procedures, ordering office and warehouse supplies, coordinating office equipment and their maintenance contracts.
• Completes software support projects that include data entry.
• Files, copies, faxes, scans, manages the mail, and other office related duties. 
• Coordinates meetings and assists branch manager with organizing and administering special events and trainings.
• May be responsible for coordinating the collection and reporting of payroll information and/or expenses for employees. 
• Answers in-coming telephone calls and greets walk-in visitors.
• Acts as the local contact for HR, IT help desk, Power of Wellness (POW), and cleaning service in the branch.
• May coordinate security badges, security for doors and complete usage reports.
• Maintains office equipment.
• Performs the appropriate functions in SAP to ensure office support and receptionist areas run efficiently and accurately.
• May enter invoices, answer customer balance inquiries, issue debits and credits and resolve sales tax issues.
• May prepare daily deposits, complete cash and bank reconciliation, review vendor statements, reconcile purchasing credit cards for the brand and driver statements, and code accounts payable invoices.
• May complete data entry for orders.
• May conduct shop testing of meters.

Non-essential Functions

• May act or assist as quality coordinator for the location; managing issues, documentation, audits, manuals, processes and flow charts.
• May be responsible for the receiving of in-coming freight and checking material for damages or shortages and follow up with processing of defective materials if necessary. 
• May be responsible for, or assist with hotel accommodations, restaurant reservations, and catering services, as needed.
• May monitor supplies and manage recycle programs.
• May be responsible for or assist with processing returns and warranty/repair processing.
• May balance and reconcile petty cash and cash drawer.  
• May review statements and work with AR/AP to ensure funds are properly allocated and available.
• May sign and notarize documents to complete daily business.
• Performs other duties as assigned by supervisor or designate.

Qualifications

• Two-year business, accounting or office degree or the equivalent in work experience. 
• Prior knowledge of general accounting duties, operating a variety of office equipment and a switchboard preferred. 
• Ability to read, write and speak English required.
• Prefer good working knowledge of PC for Windows, the Microsoft Office Suite, Internet, Email and SAP software. 
• May be required to obtain Notary Public certification within 90 days of service.

Skills and Abilities

• Excellent interpersonal, written and verbal communication and reading skills.
• Ability to accept challenges and provide excellent service.
• Ability to effectively plan and organize. 
• Ability to successfully manage multiple demands.
• Ability to be flexible and manage changing priorities.
• Excellent customer service skills include being competent, accurate, responsive and engaged.

Physical Requirements

Frequency at which you would carry/lift in a typical day:
Occasionally 0 – 33% Frequently 34 – 66% Continuously: 67 – 100%

• Lift from Waist:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Lift from Floor:
  • < than 10 lbs. - Frequently
  • 10 to 25 lbs. - Frequently
  • 26 to 50 lbs. - Occasionally
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Carried for Distance:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all

Physical Activity

Frequency at which you would do the following in a typical day:

• Sitting (a continuous period of being seated) - Continuously
• Standing (for sustained periods of time) - Frequently
• Walking (moving about on foot to accomplish tasks) - Frequently
• Bending/stooping (downward and forward) - Occasionally
• Crawling (moving about on hands and knees or hands and feet) - Not at all
• Climbing/Walking Stairs (ascending or descending) - Frequently
• Reaching (extending arms in any direction) - Frequently
• Crouching/squatting (bending the body downward and forward by bending leg and spine) - Occasionally
• Kneeling (bending legs at knee to come to rest on knee(s)) - Occasionally
• Balancing (maintaining body equilibrium to prevent falling) - Occasionally
• Repetitive motion (substantial movement (motions) or the wrists, hands, and/or fingers) - Continuously
• Pivoting (movement in any direction with one foot, keeping the other in contact with the floor) - Occasionally
• Pushing/Pulling (using upper extremities to press against or draw or tug) - Occasionally
• Grasping (Applying pressure to an object with the fingers and palm) - Continuously
• Fingering (picking, pinching, typing; working with primarily fingers and not whole hand) - Continuously
• Talking (expressing or exchanging ideas by means of the spoken word) - Frequently
• Driving (the control and operation of a motor vehicle) - Occasionally
• Desk work (work usually performed at a desk) - Continuously
• Use of a computer - Continuously
• Use of a telephone - Frequently
• Hearing (Perceiving the nature of sounds at normal speaking levels) - Continuously
• Exposure (to adverse weather & temperature conditions) - Not at all
• Travel (travel needed to perform job duties) - Occasionally

Additional Information

This job description is a summary of the job duties and responsibilities and is not intended to cover all possible job duties and is subject to change at the employer’s discretion. Employees must be able to perform the essential job duties and satisfy job requirements either with or without a reasonable accommodation.