Administrative Assistant OK2

Aesop Intermediate LLC•Beggs, OK

11h•$18 - $20•Onsite

About The Position

The Administrative Assistant coordinates in-person customer sales transactions and operational functions at the yard, including driver operations and payments, payment receipts, customer transaction organization, and general site operations. The position supports the Site Manager and provides customer service, and may coordinate yard activities with the Regional Sales Manager, Regional Operations Manager, and Regional Accounts Receivable Lead. The role handles cash and payment processing, daily cash management and deposits, end-of-day payment reconciliation, and site-specific administrative duties such as maintaining vehicle titles and records, processing returned parts, handling mail, and maintaining customer tax and W9 documentation. The position is based at Midway U Pull in Beggs, Oklahoma, and is scheduled Monday through Friday, 9 a.m. to 6 p.m., though hours may vary by location.

Requirements

High school diploma or 2–3 years of experience with cash handling and sales/customer service.
Experience with cash collections.
Strong written and verbal communication skills and professionalism in internal and external transactions.
Ability to read, write, and understand instructions, short correspondence, and memos.
Ability to present information effectively in one-on-one and small-group situations to customers, clients, and employees.
Proficiency in Microsoft Office, primarily Excel and Word, and aptitude for learning new systems and software.
Ability to work effectively independently or with others in a matrix team environment.
Ability to collaborate across functions outside of Sales.
Self-starter with the ability to meet timelines and schedules related to the essential functions.
Strong attention to detail and organizational skills, including the ability to prioritize and manage multiple tasks.

Nice To Haves

Associate degree (A.A.) or equivalent from a two-year college or technical school.
Working knowledge of on-site database sales software; Pinnacle preferred.
Equivalent combination of education and experience may be considered.

Responsibilities

Process cash, check, and credit card COD payments from drivers.
Scan and upload driver manifests into Teams.
Monitor manifests until all invoices are paid or credited, ensuring each stop or part is delivered, returned, or rescheduled.
Monitor and report open CODs to dispatch or sales in coordination with regional Administrative Assistants.
Count daily cash tills and prepare new tills for the following day.
Place change orders to replenish cash tills as needed.
Prepare daily cash deposits and scan check deposits into the bank account.
Complete the end-of-day checkout spreadsheet.
Enter daily totals for payments posted by the sales team and reconcile cash, check, and credit card transactions.
Investigate and resolve unbalanced payments.
Work on open CODs for OK1/OK2.
Mark titles for crush and scan vehicle titles into the inventory system, file them, and maintain them.
Sort, open, and scan incoming mail.
Credit returned parts and assist with purchase order return requests as needed.
Maintain and update customer sales tax forms in Pinnacle.
Obtain and maintain customer W9s received from routes.
Perform other duties as assigned.