Office Administrator

About the role

This position performs general office and administrative functions, including customer invoicing, order and service order processing, bookkeeping support, customer payments, and maintaining business records while supporting daily office operations at Bornquist, a premier Manufacturer’s Rep in the Chicagoland area.

Responsibilities

• Prepares and processes customer invoices, including entering invoices on customer portals and determining freight charges for warehouse shipments.
• Processes credit card payments, daily cash receipts, and deposits.
• Performs financial and bookkeeping tasks: processing invoices, managing petty cash, assisting with budget tracking, and providing administrative support.
• Enters customer orders for standard part-numbered items and sends order acknowledgements to customers.
• Enters and processes service orders for labor and start-up services.
• Matches completed pick tickets to invoices for warehouse shipments and ensures timely distribution to the warehouse.
• Reviews order acknowledgments, enters ship dates in ERP, and matches paperwork.
• Works with suppliers/vendors to expedite orders and correct information on order acknowledgements.
• Collaborates with outside and inside sales teams to meet deadlines and customer expectations.
• Maintains knowledge of taxable and non-taxable jobs to support accurate order entry, invoicing, and tax compliance.
• Assembles Operation & Maintenance manuals.
• Manages closed order and quote files.
• Maintains the start-up/labor log.
• Processes customer RMA credits, rebate credits, goodwill credits, and debits to resolve issues such as pricing disputes or shipping errors.
• Handles incoming and outgoing mail.
• Assists the warehouse with accurately picking and packaging orders for shipment.
• Matches packing lists and pick tickets to corresponding invoices.
• Coordinates various customer mailings.
• Orders office supplies as necessary.
• Organizes and coordinates office luncheons and other office events.
• Works on special projects as needed.
• Performs other related duties as assigned by management.

Requirements

• High school diploma or general education degree (GED), or one to three months of related experience and/or training, or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Nitro, and general internet functionality.
• Proficiency utilizing Enterprise software (Prophet 21 by Epicor) preferred; training can be provided.
• Excellent customer service skills with a strong desire to exceed customer expectations.
• Ability to accurately assess customer needs and meet quality standards for services.
• Strong verbal and written communication skills.
• Ability to listen, understand, and convey information clearly and positively.
• Strong organizational skills and attention to detail.

Skills

• Diversity: Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
• Ethics: Treats people with respect; keeps commitments; inspires trust; works with integrity and upholds organizational values.
• Attendance/Punctuality: Consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits feedback to improve service; meets commitments.
• Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Benefits

• Medical (HMO, HSA & PPO options)
• Dental and Vision
• Generous Profit Sharing and 401k Program
• Short Term & Long Term Disability
• Employee Assistance Program
• Employee Discounts through ADP LifeMart/LifeCare
• Paid Time Off

Physical Demands and Work Environment

• Frequently required to stand, walk, and sit.
• Continually required to utilize hand and finger dexterity.
• Occasionally required to climb, balance, bend, stoop, or kneel.
• Continually required to talk or hear.
• Continually utilizes visual acuity to read technical information and use a keyboard.
• Occasionally required to lift/push/carry items less than 25 pounds.
• Specific vision abilities required: close vision, distance vision, depth perception, and ability to adjust focus.