Office Administrator

Office Administrator

An Office Administrator responds to the administrative needs of Adams Beverages. These needs are diverse in scope, but require high level, general administrative skills. These needs can be in any or all the departments of the Organization. This includes but is not limited to the management of additional administrative staff members and the delegation of duties to complete all necessary job tasks in a professional, effective, and efficient manner. This position reports to the Manager of Administration as a primary manager. In addition, this role will provide direct support as needed for the management team.

Primary Objectives:

• Settlement of route daily sales and accounting. This is a primary function of the role and will require some flexibility in hours. This includes scanning payments to ensure accuracy, note exceptions and balancing the deposits in the Distribution ERP System (Encompass).
• Understands and follows policies and procedures in completing transactions, minimizing operational errors and delays in processing customer payments.
• Confirm purchases of inventory received.
• Collect and distribute mail.
• Assist in sending statements to customers.
• Oversee all customer relationships with our third-party electronic payment processing platform.
• Coordinate all in-person sales with the Warehouse team.
• Understand and oversee file maintenance tasks in route accounting system.
• Delegate tasks as necessary.
• Hospitality Room Coordinator: schedules vendors, coordinates room preparation, and greets all groups. Assists with planning and execution of company functions.
• Assist Corporate Team (including Accounting, Fleet, Facility and Human Resources) with the on-site management and collection of documentation. The Office Administrator will process and file these documents are instructed and file and organize the information based on Company processes and procedures. An emphasis on quality, continuous improvement, and high performance. Personal ongoing development.
• Other projects and assignments, as needed.

Development of the Position

• Professional development includes education of company practices, policies, and services.
• Continuous education in regard to general administrative skills, (i.e., telephone techniques, proper email and general correspondence, customer service, computer skills and inter-personal communication).
• Continuous education in regard to company procedures and job knowledge.

Office Administrator Requirements

• Excellent organizational skills, motivated, and the ability to multi-task.
• Excellent computer skills in a Microsoft Windows environment.
• Above average skills in (1) math and reconciliations, (2) telephone and customer service, (3) oral and written communication, (4) attention to detail and accuracy and (5) strong interpersonal skills.
• Strong hands-on, team player with the ability to meet deadlines.
• Motivated to deliver a quality work product in a quick paced environment.
• Forward-thinking in anticipating what is needed in responsible areas.
• Ability to maintain confidential and sensitive financial information.
• Travel required – 20%

Education and Experience

• Minimum of High School Diploma and/or 3 years of experience in a related field. Associate degree Preferred.

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job.

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to sit, stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Work Environment

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the employee will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. The position requires very little exposure to seasonal weather conditions. This is mainly an indoor position that is exposed to usual noises present in an office setting. While performing the duties of the job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.