Office Administrator

Bornquist, one of the premier Manufacturers Reps in the Chicagoland area, has built dominant brand name recognition for every product it represents in the Commercial, Industrial, HVAC, and Plumbing markets in Northern Illinois. We offer a friendly work environment and focus on professional development by providing the necessary training for all employees to remain up-to-date on manufacturers and current technologies.

About the role

This position is responsible for performing 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.

Responsibilities

• Prepares and processes customer invoices.
• Enters customer invoices online on customer portals as necessary.
• Determines freight charges and adds to invoices for warehouse shipments where appropriate.
• Processes credit card payments, daily cash receipts, and deposits.
• Performs financial and bookkeeping tasks, including 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.
• Ensures pick tickets are processed and distributed to the warehouse in a timely manner.
• Reviews order acknowledgments, enters ship dates in ERP, and matches paperwork.
• Works with suppliers/vendors to expedite orders and correct information on order acknowledgements.
• Works with outside and inside sales teams to ensure deadlines and customer expectations are met.
• Maintains a general 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 credits to resolve issues such as pricing disputes or shipping errors.
• Processes debits as necessary to correct billing errors.
• Handles incoming and outgoing mail.
• Assists the warehouse, as necessary, 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 as requested.
• Works with others as necessary on special projects.
• Performs other related duties as assigned by management.

Requirements

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.

Benefits

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