Office Administrator I

Service Experts • Clifton Park, NY

9d • $33,300 - $42,500

About The Position

Provides general administrative and clerical support to the location by following standardized processes and procedures and using computerized systems and software. The tasks performed may vary based on the size and staffing level of the location. Work is performed under general supervision, with latitude for limited decision-making.

The Office Administrator I supports office operations, cash handling and deposits, purchasing and inventory records, warranty claims, timekeeping documentation, billing and accounts receivable, membership activities, ticket and job closure, employee documentation, financial reporting, and compliance with SOX procedures. The role requires professional and ethical conduct, reliable attendance, and timely, accurate work.

Requirements

• High school diploma or equivalent.
• 0–2+ years of experience in general clerical work or as an accounting clerk.
• Knowledge of generally accepted administrative practices and procedures.
• Ability to learn and follow company processes and procedures, including fundamentals of human-resource recordkeeping and record retention.
• Ability to maintain the confidentiality of human-resource and other sensitive data.
• Ability to work under pressure and handle stressful situations and unhappy customers.
• Ability to meet deadlines consistently with strong attention to detail.
• Ability to multitask and organize and manage multiple priorities in a busy work environment.
• Excellent customer-service, verbal and written communication, and interpersonal skills.
• Experience or training using computers and related systems in an administrative office environment.
• Working knowledge of Microsoft Word, Excel, and Outlook.
• Ability to communicate effectively with customers to resolve issues, complaints, or concerns, and to communicate pleasantly and professionally with coworkers and a diverse customer population.
• Ability to work effectively both as part of a team and independently.

Responsibilities

• Answer telephone calls and assist callers or route calls to the appropriate person; sort and open mail, order office supplies, and maintain files.
• Disburse petty cash, collect receipts and required documentation, reconcile expenditures monthly, and submit documentation to Accounts Payable for replenishment.
• Retrieve payments and documents from the Lock Box, enter information in the cash log, complete deposit slips, deposit funds, and send deposit information and receipts to the designated person.
• Enter information into the designated system to create purchase orders, obtain management approval, and route or retain purchasing documentation according to procedures.
• Maintain records of consigned inventory usage, create purchase orders as inventory is used, reconcile inventory to usage records, and reconcile invoices to purchase orders.
• Process extended warranty claims, complete Returned Goods Authorization forms and logs, and track vendor payments and credits.
• Review timesheets for completeness, correctness, and approvals before forwarding them for entry into the timekeeping system; calculate piece-rate payments and gather spiff-payment data for processing.
• Complete billing activities and related reports accurately and on time, and research and resolve billing inquiries promptly using approved techniques.
• Complete accounts receivable activities, including printing and mailing invoices, following up on account balances, collecting payments, ensuring timely deposits, and preparing related reports.
• Handle membership activities, including filing agreements, contacting customers to schedule visits, generating monthly reports, and using the Ad Builder website.
• Close center tickets and jobs on time and ensure the accuracy of all information.
• Gather information and documentation to complete Employee Action Notices using the Exponent HR System; send new-hire and other required documents to payroll or a designee.
• Generate system reports to document activity status and complete fiscal close forms for month-, quarter-, and year-end; calculate estimated wages due, pending invoices, or other items as needed.
• Follow SOX procedures and ensure required files and documents are present and correct.
• Represent the company professionally, honestly, and ethically in business matters and activities.
• Perform similar or other duties as needed or assigned.
• Maintain regular, reliable attendance.

Benefits

• Generous paid time off: 24 paid days off during the first year, including vacation, personal holidays, and national holidays; 29 paid days off after the second year.
• Company-sponsored medical, dental, and vision insurance programs.
• 401(k) retirement savings plan with company matching contributions.
• Company-paid employee life insurance, with additional options for the employee's family.
• Short-term and long-term disability insurance options.
• Supplemental benefits including legal advice, pet insurance, and health advocacy programs.
• Training, support, and opportunities for professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED