What are the responsibilities and job description for the Office Administrator position at Cooling Systems Caribe?
Finger Cooling Systems and Uptime Cooling Systems are seeking an organized, reliable, and detail-oriented individual to support our administrative and receiving operations. This person will be responsible for handling bank deposits, accounting documentation, mail, and the tracking of incoming and outgoing merchandise, ensuring all processes are completed accurately and on time.
Key Responsibilities
• Prepare and make bank deposits of checks and cash, verifying that amounts match records.
• Collect and organize reconciliations for Finger Cooling Systems and Uptime Cooling Systems, ensuring they are complete, accurate, and submitted on time.
• Record and track employee hours worked for both companies, ensuring accuracy for payroll processing.
• Scan and send invoices, deposit slips, and receipts to the appropriate department or staff.
• Check, sort, and distribute incoming mail.
• Receive merchandise, verify it against invoices or purchase orders, and ensure incoming and outgoing items are properly recorded.
• Keep deposits, invoices, receipts, and records for each company properly separated and accurately identified.
• Ensure that established processes are followed.
• Maintain organized physical and digital files.
• Perform other related administrative duties as assigned.
Requirements
• High school diploma or equivalent.
• [1–2] years of experience in administrative work, cash handling, or receiving.
• Basic computer skills, including email, scanning, and Microsoft Office or Google Workspace.
• Strong attention to detail and accuracy when handling money and documents.
• High level of honesty, responsibility, and confidentiality.
• Valid driver's license and ability to travel to the bank or post office (if applicable).
Preferred Qualifications
• Associate degree or coursework in office administration, accounting, or a related field.
• Experience with inventory or point-of-sale systems.
• Experience with timekeeping or payroll systems.
• Bilingual (English/Spanish).
Key Skills
Organization, time management, effective communication, teamwork, and the ability to work independently.
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