Document Control & Administrative Support

Position Summary

The Scanner will provide administrative support for Finance, Accounting, Customer Experience, Credit, Logistics, Shipping and Procurement departments as it relates to converting physical paper documentation into digital images for retention purposes. Also, this position will provide phone coverage for the front office receptionist for a few hours a day or as needed.

Responsibilities and Essential Functions

• Scanning, indexing and filing of the following documents: Purchase Orders, Literature Request Forms, Replacement Request Forms, RMA (Return Merchandise Authorization) Forms, Sales Quotes, Freight Claims, Bills Of Lading, Proofs Of Delivery, Credit Memos, Credit Card Charge Forms, Debit Memos, Engineering Documents, A/R checks.
• Ensure that the necessary information is provided on each document.
• Responsible for indexing the document properly and accurately.
• Box and file the documents accordingly.
• Provide necessary assistance to Customer Service, Credit, Shipping departments by searching for a particular document(s) when the document may be in the transition mode between a department and Liberty.
• Cover for receptionist at the switchboard.
• Pick up company voicemail messages and distribute them accordingly.
• Respond to all communications within a reasonable amount of time frame.
• Cover for receptionist at the switchboard when she is out of the office.
• Sort and distribute mail.
• Update and distribute staff directory and master representative list and procedure training through SOI training sessions.
• Receive and notify or distribute packages accordingly.
• Fax out documents when required.

Qualifications, Skills and Education

• Required Qualifications: High school diploma or GED. Respectable phone etiquette. Computer literate.
• Preferred Qualifications: 3 years work experience in a professional office environment. Strong organization skills. Detailed orientated. Capability to multi task. Proficient in computer document imaging & management software a plus.

Perks and Benefits

• Competitive Salary: Our compensation philosophy is to be externally competitive, internally fair, and not win or lose on compensation. Salary ranges are developed with the support of national benchmarks and industry best practices that adjusts to your cost of labor, years of relevant experience, skill set, and education.
• Hybrid Work Schedule: We believe in supporting a healthy work–life balance and offer a flexible hybrid schedule, with remote work on Mondays and Fridays and onsite collaboration on Tuesdays, Wednesdays, and Thursdays.
• Health Insurance: We offer a variety of health insurance options (medical, dental, vision, etc.) for all of our team members. Eligible the first month following your start date.
• 401(k): We match 100% up to 3% and then 50% of the next 2% deferred.
• Time Off: Taking time off to recharge is a must whether it is for your personal health or vacation; paid time off starts accruing day 1!
• Observed Holidays: 10 company observed holidays: New Years, Martin Luther King, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Day.
• Employee Discounts: We offer discounts to our employee across all of our product lines.
• Hit our Numbers Lunch: When we hit our monthly milestones, we all celebrate!
• Tuition Scholarships: Partnership with UMASS Global for 10%-20% off tuition for you and/or your family.

About Us

It all started in a small warehouse in California with just three employees, a fax machine and a bell that rang out every time a chair came down the conveyor belt. 30 years later, Exemplis continues to lead, innovate and disrupt an array of industries through its growing family of brands — including SitOnIt Seating, Timbuk2, X-Chair, Maverick, Mavix, Edloe Finch, and Albany Park. From sustainable manufacturing to outreach programs and more, we strive to make a positive impact on everyone we serve. We make sure our people (and their communities) are at the core of our organization. To make a difference, we must be a champion of diversity, inclusion, service and social justice — above all else.