Office Administrator (30 hours) at Samuel, Son & Co. (USA) Inc. in Marshfield, Wisconsin

Job Description:

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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