Office Associate

This position will be located in: Tucson, AZ

The Office Associate coordinates, organizes, and performs day-to-day functions of office operations and procedures to ensure organizational effectiveness, efficiency, and a more productive work environment. Provides support for the branch staff and assists customers face-to-face as well as over the phone promoting sales and technical assistance.

Essential Functions

• Completes various office support duties, including welcoming visitors, operating a multi-line phone system, providing administrative and office organization, establishing and maintaining systems and procedures, ordering office and warehouse supplies, and coordinating office equipment and their maintenance contracts.
• Completes software support projects that include data entry.
• Files, copies, faxes, scans, manages the mail, and other office related duties.
• Coordinates meetings and assists branch manager with organizing and administering special events and trainings.
• May be responsible for coordinating the collection and reporting of payroll information and/or expenses for employees.
• Answers incoming telephone calls and greets walk-in visitors.
• Acts as the local contact for HR, IT help desk, Power of Wellness (POW), and cleaning service in the branch.
• May coordinate security badges, security for doors, and complete usage reports.
• Maintains office equipment.
• Performs the appropriate functions in SAP to ensure office support and receptionist areas run efficiently and accurately.
• May enter invoices, answer customer balance inquiries, issue debits and credits, and resolve sales tax issues.
• May prepare daily deposits, complete cash and bank reconciliation, review vendor statements, reconcile purchasing credit cards for the brand and driver statements, and code accounts payable invoices.
• May conduct shop testing of meters.

Non-essential Functions

• May act or assist as quality coordinator for the location, managing issues, documentation, audits, manuals, processes, and flow charts.
• May be responsible for the receiving of incoming freight and checking material for damages or shortages and follow up with processing of defective materials if necessary.
• May be responsible for, or assist with hotel accommodations, restaurant reservations, and catering services, as needed.
• May monitor supplies and manage recycle programs.
• May be responsible for or assist with processing returns and warranty/repair processing.
• May balance and reconcile petty cash and cash drawer.
• May review statements and work with AR/AP to ensure funds are properly allocated and available.
• May sign and notarize documents to complete daily business.
• Performs other duties as assigned by supervisor or designate.

• 2-year business, accounting, or office degree or the equivalent in work experience.
• Prior knowledge of general accounting duties, operating a variety of office equipment, and a switchboard preferred.
• Ability to read, write, and speak English required.
• Prefer good working knowledge of PC for Windows, the Microsoft Office Suite, internet, email, and SAP software.
• May be required to obtain Notary Public certification within 90 days of service.

• Excellent interpersonal, written, and verbal communication and reading skills.
• Ability to accept challenges and provide excellent service.
• Ability to effectively plan and organize.
• Ability to successfully manage multiple demands.
• Ability to be flexible and manage changing priorities.
• Excellent customer service skills include being competent, accurate, responsive, and engaged.

Frequency at which you would carry/lift in a typical day: Occasionally 0–33% Frequently 34–66% Continuously 67–100%

• Lift from Waist
  • Less than 10 lbs. – Not at all
  • 10 to 25 lbs. – Not at all
  • 26 to 50 lbs. – Not at all
  • 51 to 75 lbs. – Not at all
  • 75 to 100 lbs. – Not at all
  • 100+ lbs. – Not at all
• Lift from Floor
  • Less than 10 lbs. – Frequently
  • 10 to 25 lbs. – Frequently
  • 26 to 50 lbs. – Occasionally
  • 51 to 75 lbs. – Not at all
  • 75 to 100 lbs. – Not at all
  • 100+ lbs. – Not at all
• Carried for Distance
  • Less than 10 lbs. – Not at all
  • 10 to 25 lbs. – Not at all
  • 26 to 50 lbs. – Not at all
  • 51 to 75 lbs. –…