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Admin Asst

Oceanside, CA

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• Phone/Reception 
o Enter call in orders / hotshots (immediate orders). 
o Process donation requests – Enter Donation and Brand Team Product orders into SAP for planning and delivery 
o Miscellaneous copying, laminating and distributing. 
o Order POS (point of sale material) and do required tracking of order receipt. 
• Order Office Supplies via Office Depot 
o Create and print POS as requested (labels, crack & peel, table tents, fund raiser forms, etc.). 
o Coupon tracking. 
o Process pricing exception requests. 
o Create and maintain Track/Rank/Publish boards. 
o Sales Meeting Notes/Handouts as requested. 
Accounts Payable- 
• Process AP Invoices, prepare check requests, research payments, prepare transmittal logs. 
• Review Expense Distribution Log and assist with month end accruals. 
• Audit Fuel Report (fuel credit cards). 
• SRM ordering system, confirm and process invoices for payment as received 
• Driver call in log. 
• DOT - DVRs and Grid logs required file maintenance only. 
• Enter special event orders for service and schedule. 
• Safety committee notes as assigned. 
Accounts Receivable/Credit- 
• Customer Accounts Receivable research. 
• Sales Center Charge Back. 
• Customer mail check requests (validation). 
• NSF Review and tracking – notification to sales. 
• PIA, drafting credit memos and invoice corrections. 
• Local Branch Deductions research. 
• Process and transmit weekly payroll within time deadlines and audit requirements including proper approvals. 
• Process payroll adjustments, uniform deductions, miscellaneous deductions. 
• Maintain and update LCC codes/hour transfers in timekeeping system. 
• Monitor Kronos (timekeeping) and payroll activities. 
• Remote punch audit tracking to ensure compliance with audit frequency. 
• Trimester Incentive verification as requested for route assignments and other required information

Job Requirements

• Minimum 2-5 years of administrative experience. 
• High school or GED. 
• Highly organized, detail orientated and capable of multi-tasking. 
• Strong work ethic and the ability to meet tight deadlines on multiple projects. 
• Excellent verbal and written communication skills to interact with customers and internal staff. 
• Proficient with all Microsoft Office programs. 
• Strong organizational skills with the ability to prioritize requests

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