Job Description
POSITION SUMMARY
Responsible and accountable for the management, operation and training of the administration, warehouse and fleet function within Hispanic Brand operations including but are not limited to: petty cash, invoicing, credit, collections, customer payments, money orders, sales route settlement, inventory controls, fixed asset tracking, fleet and warehouse equipment maintenance, order documentation, maintenance of permits to comply with regulatory requirements, organization and rotation of product, physical inventories, cycle counts and safety. The Regional Administrator may function as administrator of the branch where they are based.
ESSENTIAL JOB FUNCTIONS:
- Manage the office administrator accounts receivable responsibilities, such as collections and application of all funds, including cash, checks, ACH, and money orders. Support the office administrator to ensure proper documentation is provided and approved by sales management for all promotions, credit memos, and inventory/order returns. Assists in the conversion of customers to lockbox/ACH payments.
- Manage and audit office administrator to ensure accounts receivable, route settlements, accounts payable, expense reimbursements, petty cash account, weekly bank reconciliations, fix assets, fleet, DOT, FMCSA, licenses, and permits to ensure they are up to Sigma standards.
- Manage and oversee warehouse operations, including receiving, staging, picking orders, finished goods warehouse inventory reconciliations and controls, accurate inventory entries in SAP, cleanliness of the facility, proper food safety measures, and route inventory controls. Ensure department coverage during vacations and critical business periods.
- Manage and oversee warehouse material handling equipment maintenance, rentals, replacement plans, and timely processing of invoices. Responsible for refrigerated warehouse maintenance and breakdown repairs with service providers. Responsible to maintain warehouse's temperature range of temperatures and following up with management when the threshold exceeds 40F.
- Maintain weekly or daily communication with sales team members on current A/R status, inventory discrepancies, code dates, or other process issues. Maintain frequent communication with Talent and Culture to manage employees’ topics. Provide accurate reporting of accidents or injuries to management, safety, Talent, and culture.
- Manage KPI objectives, including but not limited to Days Sales Outstanding (DSO), Cases per Man Hour (CPMH); provide recommendations to ensure KPIs are achieved; prepare and audit internal fixed asset disposal form (D1)
- Develop and maintain a culture with a strong focus on administrative responsibilities and controls that are independent of the Sales Department.
- Manage and supervise processes and procedures,s and escalate any issue to management that will impact financial results, the safety of the public or company employees, the law, or company policy.
- Manage internal and external audit requirements and findings to ensure action plans are developed, approved, and executed.
- Train, coach, and develop team members, including the administrative and warehouse team.
- Holds weekly meetings with direct reports and attends a weekly meeting with Director of Hispanic Brand Administration and Warehouse.
- Regional Branch administrators that do not have office administrators in the assigned CEDI will have all Office Administrator responsibilities on top of this Job Description.
- Other duties as assigned
MINIMUM QUALIFICATIONS:
- High school diploma, GED or equivalent.
- Four (4) years of progressive management and supervisory experience.
- Four (4) years of experience in bookkeeping, Accounts Receivable, Accounts Payable, route cash settlement, inventory controls, and fleet controls.
- Experience in SAP ERP modules Finance (FI) Controlling (CO) and Material Management (MM).
- Advanced skills with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Stable job history.
License/Certifications
- Valid Driver’s License and MVR.
Preferred Qualifications
- Bachelor’s degree in accounting, business, finance, logistics or operations.
- SAP experience in Plant Maintenance (PM) for fleet management.
- Bilingual fluency in English and Spanish, reading, writing & speaking.
Federal Motor Carrier Administration (FMCSA) & Department of Transportation (DOT)
KNOWLEDGE, SKILLS & ABILITIES (KSA’s):
- Proficient with Microsoft office, including skills with Outlook, Word, and Excel
ENVIRONMENTAL/WORKING CONDITIONS
- Ability to travel up to 40% of the time.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Usual office environment with frequent sitting, walking, and standing, and occasional climbing, stooping, kneeling, crouching, crawling, and balancing.
- Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.
- While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk and/or hear.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
- The employee must occasionally lift or move office products and supplies, up to 50 pounds, stand for extended periods, and work in warehouse dry, refrigerated, and freezer conditions.