Administrative Assistant

Job Title

In this role, you will coordinate the sales and operational function for in-person customer sales transactions at the yard, including managing driver operations and payments, payment receipts, and organizing customer transactions and general site operations. As a member of the operations team, you will provide direct support to the Site Manager and provide excellent service to customers. You may also work closely with the Regional Sales Manager, Regional Operations Manager, and Regional Accounts Receivable team on the coordination of yard activities.

Key Responsibilities and Essential Functions

1. Post COD Payments

• Process COD cash, check and credit card payments from drivers
• Scan and upload driver manifests into teams
• Monitor manifest until all invoices have been paid or credited (to ensure every stop/part on the driver's manifest is accounted for: either delivered, returned, or re-scheduled)
• Monitor and report open CODs to dispatcher/sales in conjunction with region's Admin Assts.

2. Cash Management

• Count down all daily cash tills
• Prepare new cash tills for the next day
• Make change orders to replenish cash tills as needed

3. Prepare Bank Deposit

• Prepare daily cash deposit
• Scan check deposits into bank account

4. Complete End of Day Checkout Spreadsheet

• Enter daily totals for payments posted by the sales team for that day
• Reconcile cash, check and credit card transactions
• Investigate and resolve unbalanced payments

5. Site-Specific Duties

• Process national account payments as received
• Run refund report and investigate credits / clean-up credits
• Work on Open CODs
• Taking credit card payments for drivers
• Ordering office supplies
• Scan AR checks and send to AR

6. Perform Other Duties as Assigned

• Maintain and update customer sales tax forms in Pinnacle
• Obtain and maintain customer W9's that may come in from routes

Qualifications & Requirements

• High School diploma or a minimum of 2-3 years of experience with cash handling and Sales / Customer Service.
• Associate degree (A.A.) or equivalent from a two-year college or technical school a plus. An equivalent combination of education and experience may be considered.
• Experience with cash collections.
• Strong written and verbal communication skills are required, with a commitment to act with an elevated level of professionalism during all transactions, both internally and externally.
• Ability to read, write, and comprehend instructions, short correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Proficiency in Microsoft Office, primarily Excel and Word, with the aptitude to learn new systems and software.
• Working knowledge of on-site database sales software (Pinnacle preferred).
• Must be able to work effectively alone or with others in a matrix team environment.
• Must be able to work collaboratively across functions outside of Sales.
• Must be a self-starter with the demonstrated ability to meet timelines and schedules related to essential functions described above.
• Must demonstrate good attention to detail and strong organization skills with the ability to prioritize and manage multiple tasks.

Physical Demands & Work Environment

The physical demands described herein are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position for extended periods.
• Occasionally move about inside the office.
• Ability to use both hands regularly with enough dexterity.
• Occasionally lift, move, and carry objects and materials.
• Expected Work Hours Monday through Friday, 9 a.m. - 6 p.m.; time may vary by location.
• Ability to work occasional overtime as needed as determined by employee's supervisor.

Benefits:

• 401(k) matching
• Dental insurance
• Vision insurance
• Health insurance
• Life insurance
• Paid time off
• Holiday pay
• Health savings plans