Administrative Assistant

Company Overview

Seasons Kosher Supermarkets is one of the largest kosher supermarket chains in the nation. At present, there are 4 Seasons Supermarket locations & 4 Convenience store models across the Tri-State area with plans to expand. Seasons offers its customers a full-service kosher shopping experience where everyone, including its highly dedicated associates, is treated like family.

Due to our continued growth and expansion, we are looking for a highly motivated individual to join our company. In this role, you will work closely with the company's finance and operations management teams.

Job Description:

We are looking for an Administrative Assistant to join our team. In this position, you will ensure that you track and manage financial data. As a Administrative Assistant, you will help us in recording and maintaining daily financial transactions, performing reconciliations, assisting accountants in preparing financial statements, closing books, collecting debts, and making payments.

Daily Tasks:

- Total Inventory/ NCR

• Invoices-update pricing
• Enter New Items (Ensure items are at Budgeted Margins)
• Follow up on Monthly Statements & make sure all invoices are entered into the system in a timely manner

- Shelf Label Management

• Always make sure shelf labels are compliant at all times
• Ensure all products have accurate updated price tags

- NetSuite

• Vendor/Operating invoices, bills and credits
• Scan and attach all supporting documentation
• Ensure accurate Expense type categorization

- Payables

• Keeping track of payment requests

- Mail

• Open mail and notify the correct parties of important notices

- Payroll (New Hires)

• Complete I-9’s for new employees
• Send all other relevant information i.e., direct deposits, termination
• Enter Schedules into Pay Clock system

Weekly Tasks:

- Concession

• Run sales report for all concessionaires

- Scanning & Filing

• Scan all entered invoices into the shared folder
• Important mail i.e. bank statements etc.

- Petty Cash

• Make sure petty cash is reconciled weekly

- Cycle Counting (Inventory)

• Check Inventory Levels and correct on hand quantities in the system

- Total Inventory Accuracy

• Review Bookkeeper Reports & Notifications, adjust as needed
• React to margin reports send by Reporting team

- Marketing

• Assist with In Store Promotional Events, schedules etc.
• Put Store items on Sale, print shelf labels

Monthly Tasks:

- Customer Statements

• Follow up with vendors on all monthly statements to ensure there are no old bills that have not been entered.
• Enter relevant credits based on accounts that managers wrote off

- Credit Applications

• Direct all unknown info to the corporate

- Inventory

• Assist with Inventory Taking Process (Assist Audit Counts)
• Assist in tracking and keeping accurate inventory