Job Description:
Western Precooling is recruiting for an Office Administrator for our Yuma Service and Fabrication Shops. Responsibilities include service call administration, payroll processing, accounts payable, and purchasing/inventory support.
Compensation/Salary:
DOE
Requirements:
- The ideal candidate will have proven success as an Office Administrator, implementing administrative, and financial procedures.
- Applicants must be fluent (verbal and written) in Spanish and English.
- Solid computer skills, utilizing Microsoft Office programs, Word, Excel, etc.
- Experience working with an accounting department utilizing accounting software. Knowledge of Great Plains software desired.
- Must be a team player and well organized, a self-starter, and possess excellent written and verbal communication skills.
- Must be able to multi-task, prioritize, and adjust tasks in accordance with changing deadlines and priorities.
- Must be able to make sound independent decisions based on available data.
- Must be able to work with a variety of personalities in an effective manner.
Responsibilities & Duties:
- Manages the service call process for the Yuma operations. This involves working closely with the Yuma team in opening and closing service calls, as well as utilizing Great Plains Accounting software. Must work closely with the Fremont office accounting team.
- Responsible for entering labor hours into the Great Plains system and inputting technicians comments from time sheets to the appropriate service call. Verifies information such as equipment number, description of service and locations are correct. Distributes service calls for the technicians review. Provides back up material to the Fremont office.
- Applies appropriate Visa and or cash reimbursement charges to service calls. Input Visa transactions utilizing the commercial card services program. Maintains a filing system for Visa receipts and employee cash reimbursements.
- Closes the labor and parts comments of service calls. Provides purchasing department with service call numbers for part sales pertaining to the service and fabrication shops, as well as Central Cooling as needed. Inputs inventory parts to the appropriate service call.
- Participates in inventory cycle counts.
- Order parts as necessary.
- Manage ancillary equipment, i.e. scissor lifts, reach lift, forklifts, as well as any support equipment.
- Manage freight, i.e. local equipment move, component/parts shipments.
- Ensures established Western Precooling purchasing practices are implemented. This includes issuing purchase order numbers, timely submission of invoices and receipts to the corporate accounting office. Reviews monthly statements, makes contact with vendors as needed.
- Process all invoices and allocate expenses to appropriate accounting code. Works closely with the Western Precooling accounting department to ensure all accounts payable and accounts receivable paperwork is processed in a timely manner.
- Establishes and maintains effective channels of communications within the Yuma operations and all other divisions of Western Precooling, as well as customers, affiliates, vendors, and all other business contacts.
- Works closely with Human Resources and Payroll to ensure timecards for all Yuma personnel are completed accurately and submitted by employees in a timely manner. Oversees the completion of new hire paperwork; workers’ compensation claims, employee status changes and benefits information. Prepares weekly payroll reports, which include labor report, timesheet tracker and per diem spreadsheets.
- Assembles training material for WPS tailgate meetings and sends information to WPS Safety Director for upload in WBBM.
- Works closely with Western Precooling IT Director on all IT matters for the Yuma area.
- Provides general administrative support, such as answering phones, directing calls, taking messages and greeting customers. Maintains office supplies and coordinates the repair and maintenance of all office equipment.
- Maintains general filing systems for all administrative paperwork such as time sheets, visa receipts, purchase orders, equipment files, and service calls.
- Makes hotel arrangement and flight arrangement for employees traveling to and from the Yuma area.
