Office Manager​/Warehouse

Responsibilities

• Receive and confirm orders (ensure product compatibility as necessary).
• Enter and close orders in QB and Order Log (with assistance from Madz, still checking for accuracy).
• Print Packing Slips and Process Flows.
• Generate Shipping Labels.
• Complete Payment (Process credit card transaction or invoice per terms).
• Send Invoices/Tracking.
• Close sales with customers via phone.
• Customer Service calls/emails for parts and technical issues.
• Dealer Service calls/emails.
• File EZ Carrier paperwork.
• Send and follow up on AR reports with dealers.
• Keep dealer information organized and updated.
• Quick Books - AR
• Track UPS shipment costs.
• Returns/Exchanges/Warranties.
• Enter and close POs in Customer Release Book.
• Enter Outgoing Shipments.
• PREP Shippers.
• Inventory data entry (with Barb).
• HS1/HS2 Pipeline.
• HS1/HS2 Customer Release Book.
• Schedule Shipments (BOL).
• Generate/send shippers.
• Generate/send invoice (if applicable, only HS2).
• Generate HS1 Past Due PO log for easy tracking.
• Generate and send POs to vendors.
• Calculate and record 3-month sales forecast.
• Act as a liaison to shipping and receiving.
• Monitor incoming shipments and compare to POs.
• Contact vendors for product/supply quotes then place orders.
• Communicate with vendors/customers about expected ship dates and order progress/completion.
• Collect and approve invoices for Son’s payment (follow up if invoice does not match PO/shipping doc).
• Send/Follow-Up on AR (HS2).
• Enter Incoming HS1 Shipments (and monitor).
• Secondary point of contact for MEC – Daily Operations (Open POs, add-ons, shipping).
• Organizing and filing ALL documentation and paperwork.
• Quick Books – AP/AR.
• Confirm HS1 PO pricing and in-house date - approval.
• Point of contact for employee insurance company (Add/Term., invoicing, documentation).
• Collecting/filing New Employee documents.
• New Employee Training.
• Enter potential candidates into HR Pipeline as necessary.
• Job Posting.
• Front office cleaning/stocking.
• Additional “one-off” tasks (Proofreading, Organizing, establishing process, etc.)
• Direct phone calls and messages to the appropriate contact.
• Update/create forms as necessary.
• Update Vendor Directory.
• Organizing and filing ALL documentation and paperwork.
• Purchasing.
• Deposits.
• Quoting chemicals/replacement equipment.
• Receiving/Processing POs.
• Scheduling shipments.
• Invoicing.
• Inventory.
• Accounts Receivable.
• Accounts Payable.
• Monthly Bank/QB Reconciliation.
• Purchasing.
• Bank Deposits.
• Directing phone calls/emails.
• Filing.
• Working with CPA.
• Customer Service (providing requested documents to customers for chems).