Office Associate

This position is located in Albuquerque, NM.

About the role

As an Office Associate, you will coordinate, organize, and perform day-to-day office operations and procedures to ensure organizational effectiveness, efficiency, and a more productive work environment. You will provide support for branch staff and assist customers both face-to-face and over the phone, promoting sales and technical assistance.

Responsibilities

• Complete various office support duties, including welcoming visitors, operating a multi-line phone system, providing administrative and office organization, establishing and maintaining systems and procedures, ordering office and warehouse supplies, and coordinating office equipment and maintenance contracts.
• Complete software support projects involving data entry.
• Perform filing, copying, faxing, scanning, mail management, and other office-related duties.
• Coordinate meetings and assist the branch manager with organizing and administering special events and trainings.
• May coordinate the collection and reporting of payroll information and/or expenses for employees.
• Answer incoming telephone calls and greet walk-in visitors.
• Act as the local contact for HR, IT help desk, Power of Wellness (POW), and cleaning services in the branch.
• May coordinate security badges, door security, and complete usage reports.
• Maintain office equipment.
• Perform appropriate functions in SAP to ensure office support and receptionist areas run efficiently and accurately.
• May enter invoices, answer customer balance inquiries, issue debits and credits, and resolve sales tax issues.
• May prepare daily deposits, complete cash and bank reconciliation, review vendor statements, reconcile purchasing credit cards for the branch and driver statements, and code accounts payable invoices.
• May complete data entry for orders.
• May conduct shop testing of meters.
• May act or assist as quality coordinator for the location, managing issues, documentation, audits, manuals, processes, and flow charts.
• May be responsible for receiving incoming freight, checking material for damages or shortages, and following up with processing of defective materials.
• May assist with hotel accommodations, restaurant reservations, and catering services as needed.
• May monitor supplies and manage recycle programs.
• May assist with processing returns and warranty/repair processing.
• May balance and reconcile petty cash and cash drawer.
• May review statements and work with AR/AP to ensure funds are properly allocated and available.
• May sign and notarize documents to complete daily business.
• Perform other duties as assigned by supervisor or designate.

Requirements

• 2-year business, accounting, or office degree or equivalent work experience.
• Prior knowledge of general accounting duties, operating a variety of office equipment, and a switchboard preferred.
• Ability to read, write, and speak English required.
• Good working knowledge of PC for Windows, Microsoft Office Suite, internet, email, and SAP software preferred.
• May be required to obtain Notary Public certification within 90 days of employment.

Skills

• Excellent interpersonal, written, and verbal communication skills.
• Ability to accept challenges and provide excellent service.
• Strong planning and organizational skills.
• Ability to manage multiple demands effectively.
• Flexibility to manage changing priorities.
• Excellent customer service skills, including being competent, accurate, responsive, and engaged.

Physical Requirements

Frequency of lifting/carrying in a typical day:

• Lift from Waist:
  • < 10 lbs. – Not at all
  • 10 to 25 lbs. – Not at all
  • 26 to 50 lbs. – Not at all
  • 51 to 75 lbs. – Not at all
  • 75 to 100 lbs. – Not at all
  • 100+ lbs. – Not at all
• Lift from Floor:
  • < 10 lbs. – Frequently
  • 10 to 25 lbs. – Frequently
  • 26 to 50 lbs. – Occasionally
  • 51 to 75 lbs. – Not at all
  • 75 to 100 lbs. – Not at all
  • 100+ lbs. – Not at all
• Carried for Distance:
  • < 10 lbs. – Not at all
  • 10 to 25 lbs. – Not at all
  • 26 to 50 lbs. – Not at all
  • 51 to 75 lbs. – Not at all
  • 75 to 100 lbs. – Not at all
  • 100+ lbs. – Not at all

Physical Activity Frequency in a typical day:

• Sitting – Continuously
• Standing – Frequently
• Walking – Frequently
• Bending/stooping – Occasionally
• Crawling – Not at all
• Climbing/Walking Stairs – Frequently
• Reaching – Frequently
• Crouching/squatting – Occasionally
• Kneeling – Occasionally
• Balancing – Occasionally
• Repetitive motion – Continuously
• Pivoting – Occasionally
• Pushing/Pulling – Occasionally
• Grasping – Continuously
• Fingering – Continuously
• Talking – Frequently
• Driving – Occasionally
• Desk work – Continuously
• Use of a computer – Continuously
• Use of a telephone – Frequently
• Hearing – Continuously
• Exposure to adverse weather & temperature conditions – Not at all
• Travel – Occasionally

Benefits

• Health, Dental, and Vision Benefits
• Accident, Critical Illness, Hospital Indemnity
• FSA & HSA
• Employee Stock Ownership Plan (ESOP)
• Disability Benefits
• 401(k) Retirement Plan
• Life Insurance
• Employee Assistance Program
• Paid Holidays
• Paid Volunteer Time
• Personal Leave time
• Bonuses upon achievement of branch and company goals