Administrative Clerk

United Site Services • San Jose, CA 95111

Posted 2 weeks ago

Job Description

The Administrative Clerk I is a master at multi-tasking and working with multiple people and departments. This position provides general administrative and clerical support to the operations department in one, or more, of the below functions:

RESPONSIBILITIES:

Posting

* Review and audit all driver manifest

* Posting services performed on a daily basis

* Review and inconsistencies and correct as needed

* Review and insure open tickets are closed within 48 hours

* Provide weekly reporting on areas of concern, challenges, request for re-training, and more

* Insure driver notes are entered and transferred as needed

* Special assignments as needed

Purchase Order Entry

* Receive request for purchase orders from field management

* Receive all required approvals and quotes prior to submitting purchase order number

* Enter purchasing information into the system

* Match all purchase orders with proof of delivery; submit to corporate AP

* Issue vendor request to corporate

* Monitor vendor activity and pricing

* Provide weekly reporting on open purchase orders, non-compliance in the field, vendor activity, and spend vs. budget

* Monitor and track travel expense and customer gifting

* Aid in the creation of a preferred vendor listing.

Office Administration

* Receive and place orders for all field office supplies

* Monitor and manage Corporate Stables Account

* Receive and manage all cell phone request and repair request from the field

* Works directly with IT Department

* Monitor and review all cell phone bills; report and discrepancies

* Monitor UPS spend and usage; audit monthly bill

* Monitor all field travel; audit in field travel bookings as needed

* Monitor and expedite all business card requests for the field.

* Monitor and audit all toll charges and devices

* Manage the field operations support office administration

In order to be successful at this job, here are some SKILLS you should have:

* Customer Service

* Teamwork

* Time Management

* Organization

* Communications

* Decision Making and Problem Solving

* High School diploma or general education degree (GED) and/or training; or equivalent combination of education and experience.

* Minimum of 1-year general clerical/administrative experience in fast-paced environment.

* Knowledge/understanding of route based business preferred

* Computer knowledge (Microsoft Office)

* Working knowledge of operating office equipment including copy machine, fax machine, phone system, etc.

* Well-developed clerical skills including file maintenance

* Strong written & verbal (customer service) communication skills; analytical, process oriented, and ability to focus on details for long periods of time.

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