Administrative Assistant

Position Summary

Responsible for processing inventory transactions, applying company funds to invoices and open accounts receivable balances, preparing invoices, and issuing customer statements. Provides support to Office Administrators in managing office equipment, warehouse operations, industrial power equipment, and private fleet logistics.

Essential Job Functions

• Process accounts payable and expense reimbursements including checks and money orders. Review cost and inventory accuracy between SAP and High Jump systems. Ensure accurate application of funds in collaboration with Accounts Receivable. Follow up on customer statements and coordinate with the sales team.
• Prepare invoices and submit customer claims. Enter credit memos, promotions, and open deductions. Issue bill-back credits and book adjustments in SAP. Assist in converting customers to lockbox/ACH payments.
• Manage inventory and company funds including route settlement and petty cash. Reconcile petty cash expenditures.
• Support fixed asset management. Ensure paperwork is complete and submitted. Provide asset information to accounting. Set up new vendors and maintain files including W-9 and liability insurance. Maintain Sigma’s CEDI Signature Catalog. Assist Marketing with sample shipments, including sourcing coolers and dry ice.
• Coordinate maintenance and repairs. Oversee fleet maintenance and review related reports such as fuel receipts and Driver’s Vehicle Inspection Reports. Gather accident documentation and communicate reports to the committee. Support FMCSA compliance and coordinate sales equipment repairs and replacements.
• Other duties as assigned.

Minimum Qualifications

• High school diploma, GED, or equivalent.

Preferred Qualifications

• One (1) year of experience in bookkeeping, accounts receivable/payable, route cash settlement, inventory controls, and fleet controls.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Supervisory experience.
• Experience with SAP ERP modules (FI, CO, MM, PM).
• Bilingual fluency in English and Spanish (reading, writing, speaking).