Administrative Assistant

Job TitleIn this role, you will coordinate the sales and operational function for in-person customer sales transactions at the yard, including managing driver operations and payments, payment receipts, and organizing customer transactions and general site operations. As a member of the operations team, you will provide direct support to the Site Manager and provide excellent service to customers. You may also work closely with the Regional Sales Manager, Regional Operations Manager, and Regional Accounts Receivable team on the coordination of yard activities.Key Responsibilities and Essential Functions1. Post COD PaymentsProcess COD cash, check and credit card payments from driversScan and upload driver manifests into teamsMonitor manifest until all invoices have been paid or credited (to ensure every stop/part on the driver's manifest is accounted for: either delivered, returned, or re-scheduled)Monitor and report open CODs to dispatcher/sales in conjunction with region's Admin Assts.2. Cash ManagementCount down all daily cash tillsPrepare new cash tills for the next dayMake change orders to replenish cash tills as needed3. Prepare Bank DepositPrepare daily cash depositScan check deposits into bank account4. Complete End of Day Checkout SpreadsheetEnter daily totals for payments posted by the sales team for that dayReconcile cash, check and credit card transactionsInvestigate and resolve unbalanced payments5. Site-Specific DutiesProcess national account payments as receivedRun refund report and investigate credits / clean-up creditsWork on Open CODsTaking credit card payments for driversOrdering office suppliesScan AR checks and send to AR6. Perform Other Duties as AssignedMaintain and update customer sales tax forms in PinnacleObtain and maintain customer W9's that may come in from routesQualifications & RequirementsHigh School diploma or a minimum of 2-3 years of experience with cash handling and Sales / Customer Service.Associate degree (A.A.) or equivalent from a two-year college or technical school a plus. An equivalent combination of education and experience may be considered.Experience with cash collections.Strong written and verbal communication skills are required, with a commitment to act with an elevated level of professionalism during all transactions, both internally and externally.Ability to read, write, and comprehend instructions, short correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.Proficiency in Microsoft Office, primarily Excel and Word, with the aptitude to learn new systems and software.Working knowledge of on-site database sales software (Pinnacle preferred).Must be able to work effectively alone or with others in a matrix team environment.Must be able to work collaboratively across functions outside of Sales.Must be a self-starter with the demonstrated ability to meet timelines and schedules related to essential functions described above.Must demonstrate good attention to detail and strong organization skills with the ability to prioritize and manage multiple tasks.Physical Demands & Work EnvironmentThe physical demands described herein are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.Must be able to remain in a stationary position for extended periods.Occasionally move about inside the office.Ability to use both hands regularly with enough dexterity.Occasionally lift, move, and carry objects and materials.Expected Work Hours – Monday through Friday, 9 a.m. - 6 p.m.; time may vary by location.Ability to work occasional overtime as needed as determined by employee's supervisor.Benefits:401(k) matchingDental insuranceVision insuranceHealth insuranceLife insurancePaid time offHoliday payHealth savings plans