Office Manager

POSITION SUMMARY:

This position plays a vital role in ensuring the smooth and efficient operation of the office. This position will provide administrative support to various departments and personnel within the organization. This role will be responsible for handling clerical tasks, assisting with billing, A/Rs, account reconciliation, and ensuring compliance with company policies and procedures. Additionally, this position serves as the key liaison between the management team and the employees to help maintain a positive and productive work environment.

ESSENTIAL DUTIES AND REPSONSIBILITIES:

• Resolve all inquiries and maintain inventory of all office supplies or other office supplies required to maintain business.
• Manage incoming and outgoing correspondence, including mail, emails, and phone calls.
• Maintain accurate records and databases, including customer and supplier information.
• Prepare reports, presentations, and other documents as requested by management.
• Review outstanding A/R, verify purchase orders, and other financial documents.
• Reconcile route orders, verify that payment amounts match invoice amounts and deposit any received checks.
• Reconcile billbacks and supplier rebates on set time schedule with accuracy.
• Reconcile supplier invoices for products received and enter detail into route accounting software.
• Print sales support items (shelf strips, table tents, case cards, wobblers, statics, tap handles, door handle inserts or other small items not provided by the print shop).
• Provide general administrative support to sales and management teams as required, including but not limited to preparing reports and other documents, as requested by sales team and management.
• Assist Pricing Coordinator with data entry and submissions for price changes and new items to retail chain customers.
• Perform other duties as assigned by supervisor or upper management.

EDUCATION:

• Preferred bachelor’s degree: or High School diploma with 5+ years related experience in administration, banking, and/or accounting.

EXPERIENCE:

• Experience with Customer Service and Vendor Service.
• Experience with route accounting software.
• Knowledge of basic accounting principles is a plus.
• Proven experience as an office administrator, office assistant, banking recon or similar roles.

ABILITIES:

• Ability to multitask and prioritize task effectively.
• Excellent leadership, organizational, time, and delegation skills.
• Excellent written, oral, and interpersonal communication skills/abilities.
• Ability to work independently with minimal supervision.
• A strong attention to detail and accuracy.
• Ability to work in a fast-paced, dynamic, and physical environment.
• Strong critical thinking skills and decision-making skills.

TECHNICAL SKILLS:

• Proficiency with utilizing computer software, such as Microsoft Word, Excel, Outlook, etc.
• Ability to learn other computer software programs required for the production of business.
• Knowledge of office equipment, such as printers, scanners, and photocopiers.

TRAVEL:

Rarely needed to travel. However, there could be times this position would need to travel within the state and out of state travel.

• Travel for continuing education training or to industry conferences, with limited overnight stays.
• Companywide management meetings.

LEADERSHIP CHARACTERISTICS:

• Competitiveness: A strong desire to become more successful personally and professionally – Results Oriented.
• Teamwork: A Process of working Collaboratively with a group in order to achieve a common goal
• Adaptability: The ability to adjust to new conditions or purpose; ability to modify to where the business is going, not just doing what has always been done.
• Smart: Applying a high degree of mental ability to practical situations.

I WILL UPHOLD AND BE A REPRESENT OF THE BELOW COMPANY’S CORE VALUES:

• Excellence: The ability to consistently perform at a high level, to exceed expectations, and to achieve remarkable results. Excellence involves a continuous pursuit of improvement and embracing challenges. It is a mindset and a way of life that involves striving for greatness in all areas of one’s personal and professional life.
• Humility: The quality of being modest and having a modest opinion of oneself. This is shown by a willingness to listen to others, to learn from other’s perspectives and experiences, and to consider others’ opinions and ideas with an open mind.
• Integrity: The quality of being honest, truthful, and having strong moral principles while showing consistency in one’s words and actions and making a commitment to do what is right. This is the foundation for building trust and credibility.
• Accountability: The obligation to accept responsibility for one’s actions and decisions, being answerable for one’s performance and the results achieved, and willingness to accept feedback and criticism in both successes and failures. It is the essential aspect of effective leadership. It is critical for our culture.
• Service-Customer Focused: Customer-focused service is an approach to providing service that places the needs, wants, and expectations of the customer at the center of all interactions. It is demonstrated by active listening, clear communication, and going above and beyond in all service aspects.

I WILL UPHOLD AND BE A REPRESENT OF THE COMPANY’S MAIN COMPONENTS:

• Supply Chain Management: Managing logistics of moving beer from breweries to the distributor’s warehouses, and then to retailers.
• Sales and Marketing: Promoting and selling our beer to retailers and consumers by developing marketing campaigns to build brand awareness.
• Operations Management: Managing the day-to-day activities of a distributor; inventory, order fulfillment, and delivery logistics.
• Customer Service: Providing excellent service to retailers and customers; including timely delivery, accurate order processing, and prompt resolution of any issues that may arise.