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Job Profile

Office Administrator

Job Number: 19930

Job Description

Our client is seeking an Office Administrator to join the team. This person will be supporting the Accounting Controller and Sales & Procurement Controller daily.

Job Responsibilities

  • Processing of Sampling Requests
  • Manage general office and IT stationery supplies and equipment within the allotted budget
  • Adhoc Sales analysis
  • Cover in absence of the Accounting Controller and Sales & Procurement Controller Cover for colleagues duties as required by current workload or staff absence
  • Any other reasonable duties, as required
  • General Office Support
  • Calculate employee time cards on a bi –weekly basis
  • Assisting in maintaining all accounting records including Accounts Receivable, Accounts Payable, Cash Book, Petty cash under direct supervision of Accounting Controller
  • Enter and track Proforma payments by customers
  • Apply and reconcile invoice payments
  • Process weekly check deposits for Bank Courier pick-up
  • Obtain authorization for credit card charges and process deposits in Syspro
  • Responsible for AR aging spreadsheet at month end
  • Produce and distribute customer account statements on a monthly basis
  • Pursue overdue accounts by phone, letter. Meet monthly to review accounts with the Accounting Controller who will determine what action should be taken and if any claims should be filed with Euler Hermes
  • Check and confirm supplier invoice quantities and values against Purchase Order and Goods Receipt Note (GRN) totals and enter in A/P
  • If GRN discrepancies are found, consult Project Manager and / or supplier
  • Code all other invoices to the appropriate general ledger account and enter in A/P. At month end, print sales representatives pay slips and enter in A/P
  • Break out shipping and duty costs on all freight carrier invoices to the appropriate general ledger account. If invoices do not tie out with the estimate freight costs, consult with the Project Manager; contact the Freight Carrier with any disputes and follow up until disputes are settled
  • After receiving payment authorization run vendor checks in Syspro. Provide information for ACH and Wires to the Accounting Manager and enter payments through A/P after transfer of funds
  • Enter daily bank withdrawals and credits; insure all necessary expense receipts are received. Reconcile the HSBC checking accounting and petty cash account at month end
  • Assist in creating new project files
  • Processing sales orders
  • Allocating sales in the correct territories
  • Creating New Accounts
  • Adhoc Assistance as and when required

Education Requirements

  • Bachelor's degree
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