Office Support Associate

A leading manufacturer of custom bedding products is seeking an Office Support Associate to join their team at their corporate office located in East Downtown Houston. This position will report to the Accounting Manager, and will be responsible for providing administrative and clerical support to the accounting and operations departments.

Key Job Details:

• East Downtown Houston area location

• Full-time opportunity
• Competitive pay & benefits
• 40 hour/ week core work schedule with holidays and occasional weekends included
• Must be able to pass a criminal background check and drug screen (after job offer)

Essential Duties & Responsibilities:

Order Entry:

1. Retrieves customer EDI (Electronic Data Interface) orders from various websites, regular email, facsimile, as well as from other sources, and creates the corresponding orders.
2. Enters repair, replacement, and standard orders into the system, and delivers to the appropriate internal personnel for review.  
3. Assists other internal personnel in performing research on warranty repair orders, as assigned.
4. Researches statuses of orders, and addresses routine questions from internal personnel regarding orders.
5. (Acknowledging receipt of orders.) Ensures the receipt of all orders is timely acknowledged in accordance with established protocol.
6. Enters orders into the applicable system(s) of records, and ensures the accuracy and completeness of all essential order information including, without limitation, price and model number(s).
7. Submits orders to scheduling personnel for further processing.  
8. Monitors customer payment status on outstanding invoices, and notifies appropriate accounting department personnel regarding past due and/or over limit customer invoices.
9. Initiates necessary payment collection follow-up measures, as assigned, and in accordance with established protocol.
10. Maintains open order records to ensure all orders are properly accounted for during month-end activity.

Billing:

1. Records receipt of COD or cash sales in the appropriate system(s) of record.
2. Receives and reconciles delivery tickets and unloading documents prior to issuing customer invoices.
3. Generates and sends customer invoices in accordance with established protocol.
4. Monitors for back ordered merchandise notated on delivery tickets, and applies the corresponding adjustments in the applicable system(s) of record.
5. Compiles all receiving reports with their corresponding delivery tickets.
6. Prepares order packets to include the sales order, invoice, PO#, and delivery receipt.
7. Generates PM voucher at the end of the billing process, or as otherwise instructed by management, and submits accordingly.

Price List:

1. Receives and retains customer price lists from management personnel.
2. Enters and maintains updated customer price lists in the appropriate system(s) of record, and in accordance with established protocol.

General:

1. Performs, or otherwise assists with, clerical and administrative tasks including, without limitation, answering telephones, routing calls to the appropriate internal party, as well as preparing general and routine correspondence and reports.
2. Consistently demonstrates support towards the company’s vision, mission, and core values.
3. Attends company and departmental meetings, as required.
4. Consistently displays integrity, responsibility, accountability, teamwork, and ethics.
5. Performs assigned job duties and responsibilities in accordance with established performance expectations, as well as with company policies, procedures, protocols, and standard practices.
6. Demonstrates basic proficiency, working knowledge, and understanding of Microsoft Excel, Word, Outlook, and PowerPoint, as well as database systems and related applications for data entry, data reporting, and related purposes.
7. Performs other duties as assigned.

Minimum Education & Work Experience Requirements:

·         High school diploma or equivalent GED

·         Five years of experience working in a same or similar capacity; or  

·         An equivalent combination of education and work experience

Working Environment & Physical Requirements:

This position requires frequent sitting, walking, standing, reading, listening, speaking, seeing using close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, as well as occasional stooping, kneeling, lifting and/or carrying of objects up to 15 pounds individually, and of objects up to 30 pounds with assistance. This position also requires frequent typing on a computer keyboard, and usage of a computer mouse, as well as frequent use of other general office equipment including, without limitation, telephone and copy machine. The working environment consists of a combination of both an indoor and climate-controlled setting the majority of the time, and occasionally working in an outdoor non-climate-controlled setting.

Core Knowledge, Skills, and Abilities:

Accountability - Takes ownership of own actions, decisions, and contributions as an individual contributor and team member within the organization. 

Results Driven - Displays behaviors and work ethic that are bottom-line oriented, and demonstrates consistency in producing results that support the business goals and objectives.

Customer Service Orientation - Provides helpful, courteous, accessible, responsive, and knowledgeable client-centered support to internal personnel, and to outside parties.

Quality - Completes tasks in accordance with quality standards and requirements relevant to the company, industry, and specific to the job function. 

Time Management - Budgets, schedules, and manages own time in order to fulfill priorities effectively and efficiently.

Judgment - Applies sound reasoning and logical thinking to arrive at conclusions that support the goals and objectives of the business.

Communication - Conveys verbal and written information using effective techniques and approaches that promote clarity, teamwork, and efficiency, and that reflect the company's core values.

Interpersonal Relationships - Applies active listening to foster strong business and working relationships with current and prospective clients, as well as with internal staff.

Teamwork - Cooperates and works constructively with others to accomplish common goals and objectives, as well as treats others with respect and dignity by valuing the contributions of everyone.

Dealing with Ambiguity - Copes with change effectively, shifts gears with ease, and handles risk and uncertainty comfortably. 

Business Acumen – Applies general and basic working knowledge and understanding of the financial, accounting, sales, and operational functions of an organization.

Technical Knowledge – Applies basic proficient understanding and working knowledge of computer systems and applications to include, without limitation, word processing, spreadsheet, email, and databases for entry of data and information.

Equal Opportunity Employer