Administrative Assistant

Position Summary:

Process inventory and company funds, apply cash to invoices and open accounts receivable balances, prepare invoices, and issue customer statements. Support Office Administrators with duties related to office equipment, warehouse operations, industrial power equipment, and the private fleet. This is a on site Monday-Friday 8:00am-4:30pm position.

Essential Job Functions:

Process accounts payable and expense reimbursement funds, including but not limited to checks and money orders.

Review cost and inventory accuracy between SAP and HighJump systems.

Ensure accurate application of funds in collaboration with Accounts Receivable.

Follow up with customers regarding statements and work with the sales team.

Prepare invoices and submit customer claims.

Enter credit memos, promotions, and open deductions.

Issue bill-back credits and book adjustments in SAP.

Assist with converting customers to lockbox or ACH payments.

Process inventory and company funds, including route settlements and petty cash.

Reconcile petty cash expenditures.

Follow up to ensure fixed-asset paperwork is current.

Provide fixed-asset information to the Accounting Department.

Set up new vendors and maintain current files, including W-9 forms and liability insurance documents.

Maintain Sigma's CEDI signature catalog.

Support the Marketing Department with shipping samples and sourcing coolers and dry ice.

Coordinate maintenance and repairs, including fleet maintenance.

Review, file, and maintain fleet reports, including fuel receipts and Driver Vehicle Inspection Reports.

Gather accident reports and communicate them to the appropriate committee.

Support FMCSA compliance.

Coordinate sales equipment repairs and replacements.

Perform other duties as assigned.

Requirements

Minimum Qualifications:

• High school diploma, GED, or equivalent.

Preferred Qualifications:

• One year of experience in bookkeeping, accounts receivable, accounts payable, route cash settlement, inventory controls, or fleet controls.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Supervisory experience.
• Experience with SAP ERP modules FI, CO, MM, and PM.
• Bilingual fluency in English and Spanish, including reading, writing, and speaking.
• Physical Requirements
• Usual office environment with frequent sitting, walking, and standing, as well as occasional climbing, stooping, kneeling, crouching, crawling, and balancing. Frequent use of eye, hand, and finger coordination, enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication and communication through automated devices, such as the telephone.