Administrative Assistant

Duties and Responsibilities

• Daily Sales Recap
• Billing A/R - Emails, Calls, update SAP, work with credit managers, SA Exceptions & Unearned discount (research and contact customer), submit invoices into select customer portals
• A/P - Submit Invoices, research discrepancies, create PO's for invoices that do not have a PO associated with it (utilities, Fed Ex small pkg, etc.), Statements, credits
• GR/IR Coding Tooling Requests - Create Invoices for tooling requests – Scan into folder (day created)
• Customer Complaints – Pull credit through billing – email copy of credit to customer – scan complaint into folder in CONV-Tulsa.Accounting
• Credit Reference Requests
• Manual billing (OK Filter, etc.)
• COI Requests
• Sales Tax Exempt Certificate Requests
• Customer Complaints Tracker
• Supplier Complaints Tracker
• Customer Set Up or revisions
• Supplier Set Up or revisions
• On Boarding New Employee
• Employee Assistance (non-HR Issues)
• HR Documentation & Filing
• Event Pictures for Newsletter
• Order Office Supplies
• E-Verify
• Maintenance
• Pull Open PO Report (month end)
• Spare Parts Verification (Month end)

Qualifications

• High school diploma or equivalent
• Preferred Candidates: Have Experience in a manufacturing environment
• Technical Skills Required: Application knowledge of computer data entry, Application knowledge of products and production processes, Proficient in word and excel
• Language Skills: Strong communication skills
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, and volume
• Reasoning Abilities: Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Physical Demands: Employee is regularly required to walk and talk and hear, stand, and sit. Vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Noise level in the plant work environment is usually loud.

Skills

• Excellent customer service and organizational skills
• Basic knowledge of corrugated manufacturing processes or willingness to learn
• Understanding of office procedures
• Job-related math skills
• Communication skills
• Ability to make sound judgments
• Leadership Skills Required: Superior time management, Ability to help others quickly and efficiently, Crisis management; great emotional control