OFFICE ADMINISTRATOR
Worldwide Equipment, Spartanburg, SC, United States
Office Administrator
The Office Administrator performs a broad range of essential administrative support to all operations aligned with one or more locations supporting management, employees, and customers to ensure efficient operations.
Essential Duties and Responsibilities
Accounting Support Dealership Operations
Records daily cash, checks and credit card deposits. Balances cash drawers and petty cash account
Clears invoices and monitors accounts receivable aging schedule.
Enters vendor invoices and expense reports in Accounts Payable
Truck Sales Support
Follows the Daily & Weekly Sales Support Checklist established for Truck Sales
Tracks and reconciles New and Used Truck inventories and supports all Sales activities, including Sales and transfer records.
Prepares all required DMV paperwork on sold units and maintains Deal folders, submitting them to Home Office in an accurate, complete manner.
Performs various Truck Sales Accounting activities, including Deposits, Receivables and Payables related to the Sales process.
Performs Warranty/Extended Warranty filing and registration.
Prepare and request approval for all LPO's for Parts, Service, and related vendors.
Files Claims on mis-builds and secondary freight
Assist with tagging and checking in units as they arrive at the dealership.
Track all current Original Equipment Manufacturers' sales promotions and programs
Schedule Sales department drivers and transport vendors for pickup and delivery of trucks.
HR/Safety Support
Supports the hiring and onboarding processes, including pre-employment and new hire forms processing, background checks, drug testing, new hire paperwork and benefits enrollment.
Connects local employees with HR, Payroll, and Benefits providers for questions regarding pay, benefits or other HR needs
Supports Safety/Compliance efforts, assisting Managers with documenting accidents or injuries and ensures that documentation is submitted to Safety/Compliance as appropriate.
Maintains OSHA logs and reports for the facility and documents/submits monthly Safety Committee meeting minutes.
Other General Support
Monitors registrations and insurance for all company vehicles.
Issues purchase orders for office supplies, maintenance items, etc.
Coordinates events or functions that take place at the facility
Keeps office area neat, clean, and uncluttered
Performs other related duties as assigned by management
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
High school diploma or general education degree (GED); additional related education/training is a plus
1 year of related experience, demonstrating some or all of the key functions of the role.
Knowledge of Karmak and/or Arcadium systems is a plus.
Required Skills
Effective communication/listening skills and the ability to work well with others at a variety of levels
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.)
Demonstrated knowledge of office administrative responsibilities, systems, and procedures, with hands-on experience with office equipment
Ability to read, analyze, and interpret business documents
Demonstrates tact and discretion, maintaining confidentiality
Excellent time management skills, taking initiative to get things done in a timely manner
Ability to multi-task and prioritize workload
Attention to details and problem-solving skills
Positive attitude and strong organizational skills
Work Environment & Physical Demands
This position requires strict time adherence to deadlines due to the importance of certain financial information. This position demands a level of discretion with some data being of a financial and personal nature. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
I have received, read, and understand the contents of the job description. I understand that Worldwide Equipment Enterprises, Inc. is an at-will, equal opportunity employer.
The Office Administrator performs a broad range of essential administrative support to all operations aligned with one or more locations supporting management, employees, and customers to ensure efficient operations.
Essential Duties and Responsibilities
Accounting Support Dealership Operations
Records daily cash, checks and credit card deposits. Balances cash drawers and petty cash account
Clears invoices and monitors accounts receivable aging schedule.
Enters vendor invoices and expense reports in Accounts Payable
Truck Sales Support
Follows the Daily & Weekly Sales Support Checklist established for Truck Sales
Tracks and reconciles New and Used Truck inventories and supports all Sales activities, including Sales and transfer records.
Prepares all required DMV paperwork on sold units and maintains Deal folders, submitting them to Home Office in an accurate, complete manner.
Performs various Truck Sales Accounting activities, including Deposits, Receivables and Payables related to the Sales process.
Performs Warranty/Extended Warranty filing and registration.
Prepare and request approval for all LPO's for Parts, Service, and related vendors.
Files Claims on mis-builds and secondary freight
Assist with tagging and checking in units as they arrive at the dealership.
Track all current Original Equipment Manufacturers' sales promotions and programs
Schedule Sales department drivers and transport vendors for pickup and delivery of trucks.
HR/Safety Support
Supports the hiring and onboarding processes, including pre-employment and new hire forms processing, background checks, drug testing, new hire paperwork and benefits enrollment.
Connects local employees with HR, Payroll, and Benefits providers for questions regarding pay, benefits or other HR needs
Supports Safety/Compliance efforts, assisting Managers with documenting accidents or injuries and ensures that documentation is submitted to Safety/Compliance as appropriate.
Maintains OSHA logs and reports for the facility and documents/submits monthly Safety Committee meeting minutes.
Other General Support
Monitors registrations and insurance for all company vehicles.
Issues purchase orders for office supplies, maintenance items, etc.
Coordinates events or functions that take place at the facility
Keeps office area neat, clean, and uncluttered
Performs other related duties as assigned by management
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
High school diploma or general education degree (GED); additional related education/training is a plus
1 year of related experience, demonstrating some or all of the key functions of the role.
Knowledge of Karmak and/or Arcadium systems is a plus.
Required Skills
Effective communication/listening skills and the ability to work well with others at a variety of levels
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.)
Demonstrated knowledge of office administrative responsibilities, systems, and procedures, with hands-on experience with office equipment
Ability to read, analyze, and interpret business documents
Demonstrates tact and discretion, maintaining confidentiality
Excellent time management skills, taking initiative to get things done in a timely manner
Ability to multi-task and prioritize workload
Attention to details and problem-solving skills
Positive attitude and strong organizational skills
Work Environment & Physical Demands
This position requires strict time adherence to deadlines due to the importance of certain financial information. This position demands a level of discretion with some data being of a financial and personal nature. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
I have received, read, and understand the contents of the job description. I understand that Worldwide Equipment Enterprises, Inc. is an at-will, equal opportunity employer.