Warehouse Operations Admin

About the role

This position will be on-site in Elgin, IL. Office hours are 7:30am - 4:00pm.

Responsibilities

• Work collectively with Regional Operations and Accounting Management: Daily time entry for field personnel into the ERP system for high-volume operations systems including: ADP, Excel, Portal, etc.
• Reconcile Vendor invoices and enter new Vendors into system as needed.
• Ordering and tracking job site equipment rentals.
• Collaborates and takes direction from multi-tiered management team.
• Aids dispatch with any sales order requirements (equipment, customer, labor, and trucking schedule) to ensure all orders are accounted for; then creates the necessary purchase orders and ensures all communications for digital job board.
• Create, track, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
• Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.
• Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing (i.e. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers).
• Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service; identify and recommend process improvements.
• Works with Ops to take account of and enter the monthly lumber and material inventory.
• Maintain annual vehicle registrations and tags.
• Works with operations to assist with vehicle maintenance requests.
• Aid AP with receiving purchase order and reconciling vendor statements (Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions).
• Aid operations with DOT compliance.
• Work Collectively With Regional & Corporate Accounts Receivable (AR): Maintain accounts receivable customer files and records.
• Aid with month end closing responsibilities and comply with deadlines.
• Maintain and organize all pertinent records for long-term archival.
• Support Regional Office Purchasing: Obtain vendor quotes, qualify & select vendor, create the Purchase Order and perform confirmation after delivery of PO ensuring minimum vendor qualifications are met, i.e., Certificates of Insurance. Ensure correct coding for project related expenses.
• Provide General Office Administrative Support: Coordinate the on-boarding and off-boarding process of new/separating employees with Corporate HR and site Project Manager - including required new hire paperwork collection/completion, disbursing and collecting of company property (i.e., cell phones, company credit cards, and equipment). Assist with other ordering of job site office, janitorial, and kitchen supplies. General clerical duties including copying, scanning, and filing of vendor and customer records.
• Assists with other ordering of job site office, janitorial, and kitchen supplies.
• Assists with special events such as team building, meetings, etc.
• Coordinates with Uniform vendor and employees to be sure everything is ordered/updated as needed.
• Aids with special projects as assigned.
• Other tasks as assigned.

Requirements

• High school diploma (or G.E.D) and some post-secondary coursework or the combination of education and experience to demonstrate a strong understanding of accounting principles.
• Minimum of two (2) years of recent successful office accounting (Accounts Receivable, Accounts Payable, Bookkeeper, Collections) experience.
• Minimum of two (2) years recent experience with accounting software.
• Advanced computer skills in MS office, Excel.
• Demonstrates professionalism including having a good rapport with coworkers, customers, and vendors.
• Good understanding of business processes and business communication.

Qualifications

• Ability to compile, analyze, and evaluate appropriate data with strong mathematical and detail-oriented skills.
• Experience working with large multi-tier general contracting and construction subcontracting.
• Previous project accounting experience preferred.

Professional Qualifications

• Embraces our Values, Vision, Mission, and Company Culture.
• Excellent communication skills with a spirit of customer service.
• Displays the highest levels of honesty, integrity, and professionalism.
• Takes pride in your work and in the company.
• Communicates openly and strives for peak performance in daily tasks.
• Knows and delivers the quality service MEI’s customers have come to expect.

Physical Requirements & Working Conditions

Normal, climate-controlled office environment. Frequent use of a computer, keyboard/mouse, and telephone. Extensive periods of sitting, occasional walking, and occasional lifting up to 20 lbs. Infrequent exposure to inclement weather or walking over uneven terrain or surfaces.

Shift Schedule

Local limited travel between facilities or for company business may be required.

Budgeted Hours

Full-time, Non-Exempt/Hourly position.