Office Administrator (30 hours) (Administrative)

MAJOR RESPONSIBILITIES:

• Prepare accurate and timely customer invoices by gathering required paperwork for all daily shipments.
• Conduct margin analysis for orders under 5% and over 25%, correcting discrepancies as needed.
• Investigate, approve, and issue credit notes and vendor debit notes.
• Assist the sales department in resolving order costing issues.
• Answer and screen telephone inquiries professionally and efficiently.
• Greet visitors in a friendly and professional manner, ensuring they sign the visitor log and are provided appropriate safety wear (e.g., hard hats, safety glasses).
• Act as backup for the indirect material requisitioner.
• File A/P and A/R records, customer orders, and receivers.
• Serve as a super user for the AS400 system.
• Retrieve requested documentation for the sales team (e.g., invoices, MTRs).
• Enter inventory receipts into the system and scan corresponding documentation.
• Order office supplies and manage inventory.
• Apply document coding to invoices.
• Create reports and track purchase order receipts.
• Prepare customer delivery paperwork daily.
• Maintain reporting mechanisms for internal use.
• Monitor and report on daily production schedules.
• Run occasional errands, such as trips to the post office.

QUALITY SYSTEM REQUIREMENTS (AUTHORITY & RESPONSIBILITY):

• Initiate actions to prevent the occurrence of non-conformities related to products, processes, or quality systems.
• Identify and document issues related to products, processes, or quality systems.
• Recommend and provide solutions through designated channels.
• Verify the implementation of solutions and resolve nonconforming issues before further processing or delivery.
• Represent customer needs in internal functions to address ISO 9001 requirements.

TOOLS & EQUIPMENT:

• Desktop computer and software (Microsoft Word, Excel, PowerPoint, AS400 Sales).
• Multi-line phone system, calculator, and company documentation.

QUALIFICATIONS:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with AS400 system (preferred).
• Professional demeanor with excellent communication and interpersonal skills.
• Experience with multi-line phone systems.
• Minimum 2 years of related office experience.
• Strong attention to detail and organizational skills.
• A willingness to support the team and grow with the company.

This role requires a proactive individual who is detail-oriented and thrives in a collaborative environment. The ideal candidate will be flexible, customer-focused, and dedicated to maintaining high standards in administrative support.

SAMACO

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