Associate Administrative Assistant

Associate Administrative Assistant

The Associate Administrative Assistant is responsible for validating Proof of Delivery (POD) documentation, identifying and reporting discrepancies, and supporting operational accuracy across sales, pricing, inventory, delivery, billing, and cash reconciliation processes. This role coordinates with multiple departments to research issues, maintain accurate records, and help ensure accurate billing, inventory tracking, and account reconciliation.

The Associate Administrative Assistant manages POD documentation from receipt through digital archiving, investigates exceptions, and supports timely discrepancy resolution. The role also provides administrative support, assists with reporting and special projects, and provides backup support for cashiering and route reconciliation activities as needed to maintain business continuity.

Responsibilities

• Review, validate, and process Proof of Delivery (POD) documentation to ensure accuracy, completeness, and compliance with established procedures.
• Identify, investigate, document, and communicate POD discrepancies, missing documentation, payment variances, and other operational exceptions.
• Maintain detailed records of discrepancies, resolutions, and follow-up activities to support reporting and audit requirements.
• Scan, organize, and maintain POD documentation within the digital document management system to ensure accurate record retention and accessibility.
• Coordinate with Sales, Pricing, Operations, and other cross-functional teams to support the resolution of delivery, pricing, billing, and inventory discrepancies.
• Proactively communicate with internal stakeholders to support the timely resolution of outstanding issues and collection efforts.
• Respond to emails, phone calls, and internal inquiries in a timely and professional manner.
• Manage administrative tasks, ad hoc requests, and special projects that support operational efficiency and business objectives.
• Maintain strong attention to detail while ensuring data accuracy across multiple systems and reporting tools.
• Maintain accurate records and audit-ready documentation in accordance with company policies, applicable record-retention standards, and internal controls.
• Provide backup support for cashiering and route reconciliation activities during vacations, absences, peak business periods, or other business continuity needs.
• Verify and balance check transactions in accordance with company policies and financial controls, as needed.
• Complete required cashiering documentation, including activity logs, daily reconciliation reports, deposit documentation, and exception reporting, as needed.
• Safeguard company funds and maintain the security, organization, and cleanliness of the cash-handling area, equipment, and supporting records.
• Ensure compliance with established cash-handling procedures, audit standards, and internal controls while maintaining accurate financial records.

Compensation and Benefits:

• The expected compensation range for this position is between $39,500 - $63,100.
• Location, confirmed job-related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process.
• Paid time off subject to eligibility, including paid parental leave, vacation, sick, and bereavement.
• In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility: Medical, Dental, Vision, Disability, Health, and Dependent Care Reimbursement Accounts, Employee Assistance Program (EAP), Insurance (Accident, Group Legal, Life), Defined Contribution Retirement Plan.

Qualifications

Basic Qualifications And Requirements:

• High School Diploma or GED.
• Advanced computer proficiency in Microsoft Word, Excel, and PowerPoint.
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated tact, integrity, maturity, professionalism, and respect for others.
• Demonstrated ability to prioritize multiple tasks, manage competing deadlines, and maintain accuracy in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact professionally and constructively with internal and external partners.

Preferred Qualifications:

• One or more years of administrative, clerical, accounting support, customer service, or related experience in a fast-paced environment.
• Experience supporting sales or delivery operations processes.
• Experience with cash handling, payment reconciliation, cashiering, or route reconciliation processes.
• Experience using electronic document management systems, route accounting platforms, enterprise resource planning systems (ex. SAP), or similar business applications.