Office Administrator

Job Description

Bornquist, one of the premier Manufacturer’s Reps in the Chicagoland area, has built dominant brand name recognition for every product that it represents in the Commercial, Industrial, HVAC, and Plumbing markets in Northern Illinois. We offer competitive pay, benefits, and a friendly work environment for all employees. We focus on professional development by providing the necessary training for all employees to remain up-to-date on all our manufacturers and current technologies.

We believe our employees and customers will recognize us as a leader in our industry and a valuable resource!

We invite you to apply to be a part of our winning team!

We are an Equal Opportunity Employer: disability/veteran.

Benefits: Medical (HMO, HSA & PPO options), Dental, Vision, Generous Profit Sharing and 401k Program, Short Term & Long Term Disability, Employee Assistance Program, Employee Discounts through ADP LifeMart/LifeCare, Paid Time Of.

Position summary:

This position is responsible for performing general office and administrative functions, including customer invoicing, order and service order processing, bookkeeping support, customer payments, and maintaining business records while supporting daily office operations.

 Duties and Responsibilities:

• Prepares and processes customer invoices.


• Enters customer invoices online on customer portals as necessary.


• Determines freight charges and adds to invoices for warehouse shipments where appropriate.


• Processes credit card payments, daily cash receipts, and deposits.


• Performs financial and bookkeeping tasks, including processing invoices, managing petty cash, assisting with budget tracking, and providing administrative support. 


• Enters customer orders for standard part numbered items and sends order acknowledgements to customers.


• Enters and processes service orders for labor and start-up services.


• Matches completed pick tickets to invoices for warehouse shipments.


• Ensures pick tickets are processed and distributed to the warehouse in a timely manner.


• Reviews order acknowledgments, enters ship dates in ERP, and matches paperwork.


• Works with suppliers/vendors to expedite orders and correct information on order acknowledgements.


• Works with outside and inside sales teams to ensure deadlines and customer expectations are met.


• Maintains a general knowledge of taxable and non-taxable jobs to support accurate order entry, invoicing, and tax compliance.


• Assembles Operation & Maintenance manuals.


• Manages closed order and quote files.


• Maintains the start-up/labor log.


• Processes customer RMA credits, rebate credits, goodwill credits, and credits to resolve issues such as pricing disputes or shipping errors. Processes debits as necessary to correct billing errors.


• Handles incoming and outgoing mail.


• Assists the warehouse, as necessary, with accurately picking and packaging orders for shipment.


• Matches packing lists and pick tickets to corresponding invoices.


• Coordinates various customer mailings.


• Orders office supplies as necessary.


• Organizes and coordinates office luncheons and other office events as requested.


• Works with others as necessary on special projects.


• Performs other related duties as assigned by management.

 Qualifications:

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience. 


• Computer skills required:
  
  
  
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Nitro and general internet functionality required.
  
  
  • Proficiency utilizing Enterprise software preferred (Prophet 21 by Epicor). Training can be provided.
  
  


• Other skills required: 
  
  
  
  • Excellent customer service skills with a strong desire to go above and beyond to exceed customer expectations.
  
  
  • The ability to accurately assess customer needs, meeting quality standards for services, and evaluation of customer satisfaction.
  
  
  • Communicating effectively verbally and in writing as appropriate for the needs of the audience.
  
  
  • The ability to listen to and understand information and ideas presented by others, both verbally and in writing.
  
  
  • The ability to express ideas and convey information clearly, simply and positively, both verbally and in writing.
  
  
  • Strong organizational skills and attention to detail.
  
  

 Competencies:

• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce


• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.


• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.


• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.


• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Physical Demands and Work Environment:

• Frequently required to stand, walk, and sit.


• Continually required to utilize hand and finger dexterity.


• Occasionally required to climb, balance, bend, stoop, or kneel. 


• Continually required to talk or hear.


• Continually utilize visual acuity to read technical information and use a keyboard.


• Occasionally required to lift/push/carry items less than 25 pounds.


• Specific vision abilities required by this job include: close vision; distance vision; depth perception and ability to adjust focus.