Job description

Department: Office

Job Status: Full Time

FLSA Status: Non-Exempt

Reports To: Office Manager

Travel Required: NO

Work Schedule: 7am-3:30pm

Supervises: NO

POSITION SUMMARY

The Office Administrator is primarily responsible for coordinating office administrative, accounts payable / receivable and payroll functions of the CCO. This position works closely with all operation's teams and is responsible for providing complete, accurate and timely services for the CCO.

ESSENTIAL FUNCTIONS

· Generate cred card expense reports, match bills to credit card statements and submit for approval.

· Process team member reimbursements

· Accurate completion of accounts receivable for all open projects/customers

· Processing deposits and balances in QuickBooks or Epicor within 24-48 hours of receipt

· Review all invoices for appropriate documentation (3-way match) and seek approval prior to payment

· Code and enter accounts payable invoices

· Perform a week and month-end reconciliation of install revenue

· Assist with audit request

· Process bi-weekly payroll reports associated with commission statements

· Track showroom expenses

· Research and correct invoice errors and discrepancies

· Field all general team member questions /requests

· Monitor and respond to all vendor/customer inquiries

· Frequent one on one contact with customers, sales team, vendors and all internal departments to oversee efficiency and client satisfaction throughout the organization

· Support office manager on promotional / showroom events

· Maintain accounts payable files in an organized manner

· Compile, match, scan and post vendor bills

· Reconcile vendor statements

· Perform time and attendance administration for hourly warehouse and installation teams

· Assist with recruiting process including setting up interviews with functional leaders, as needed

· Track team member vacation and sick time

· Support team member on/offboarding and documentation (background, MVR, and processing of payroll)

· Establish / maintain team member records; team member information and emergency contact details

· Assist with cheque admin work, running scans, cheque distribution and filing, as needed

· Request and distribute Worker’s Compensation reports to Safety and HR teams

· Schedule accommodations for the Install team

· Partner with vendors for uniform, water, and first aid contracts

· Assist with mail and distribute to appropriate person

· Scan packing lists

· Placing orders for office supplies

· Other duties or special projects as required by General or Office Manager

· Accurate completion of accounts receivable and payable functions for all customers / trade vendors

· Comply with established company policies and procedures and incorporate procedural improvements, when necessary

POSITION QUALIFICATIONS

Competencies:

· Decisions will affect others within the functional area

· Understanding a range of work procedures and their impacts on internal and external work areas, requiring a longer period of job training.

· Requires the skill to deliver professional advice or direction or present opinions and recommendations. Use some persuasion and negotiation by not as a regular activity

· External communication that includes clients, vendors, gov’t agencies, and service providers

· Internal Communication that includes manufacturing, corporate, and other CCO teams.

· Makes minor corrections and adjustments to solve simple issues

· Work will be guided by established objectives, and the team members has freedom to act independently to achieve objectives within appropriate guidelines, practices, and precedents

SKILLS & ABILITIES

· High school diploma and/or GED

· Associates Degree related to business administration / accounting from an accredited college or university preferred

· 1-2 years of experience of administrative experience in construction and/or in the home renovations/improvement industry

· Experience and/or knowledge of payroll legislation and automated accounting systems

· Strong communication, interpersonal and presentation skills

· Ability to communicate politely, clearly and professionally with clients

· Ability to work quickly and accurately 10-key and data entry

· Calendar management / regional scheduling experience preferred

· Must be able to adapt to a fast-aced, changing environment and exercise independent though to challenges and improve the status quo.

· Excellent time and project management abilities

· Self-starter with a positive attitude, and ability to manage own schedule and comfortable working in a fast paced environment

· Familiar with GL Coding

· Detail oriented, organized and time management skills

· Ability to provide an exceptional client experience aligned to the company values

· Must possess strong critical thinking, problem solving, time management, and organizational skills with the ability to work under pressure

· Strong multi-tasking, time management, and prioritization capabilities

· Must possess an unwavering commitment to foster a safe and event-free work environment

· Tech savvy with the ability to quickly learn and apply various business systems (CAD, Epicor, Salesforce, Microsoft Office, etc)

Certificates & Licenses: List any certificates and licenses REQUIRED for the employee to have to be hired or promoted in the position. Ex: driver’s license, hi-lo license, industry related certificate or license, etc.

· Valid driver’s license, current vehicle registration and a driving record that is acceptable to the company. Minimum vehicle insurance coverage and ability to maintain vehicle in good repair.

· Successfully complete a MVR and Background check

Government Regulations and Safety:

We are committed to providing a workplace free from serious recognized hazards and comply with standards, rules and regulations issued under the OSH Act. It is the responsibility of the employer and team members to examine workplace conditions to make sure they conform to applicable OSHA standards. As a result, we will make sure team members have and use safe tools and equipment and properly maintain this equipment.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

· Frequent sitting in front of a computer for long periods of time

· Ability to operate office equipment using hands and fingers, handle or feel, and reach with hands and arms

· Minimal bending, squatting, kneeling, stretching, twisting, reaching, and climbing

· Ability to frequently talk and hear

· Ability to reach with hand and arms and grasp objects

· Flexible work schedule: ability to work evenings and weekends

Company office location

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends
• Overtime

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Kent, WA 98032: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: One location

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