What are the responsibilities and job description for the DEPOT ADMINISTRATOR position at Mini Melts USA?
Depot Administrator
We are looking for a highly organized, self-motivated, and detail-oriented individual to join our team as a Depot Administrator. This is an ideal role for someone who thrives in a fast-paced environment, enjoys managing administrative and accounting tasks, and has a strong focus on ensuring the smooth delivery and invoicing of depot operations.
As a Depot Administrator, you will be responsible for managing all invoicing and delivery-related tasks for the depot. You will ensure the accuracy of invoicing, maintain operational efficiency, and provide administrative support to ensure smooth daily operations.
Key Responsibilities
We are looking for a highly organized, self-motivated, and detail-oriented individual to join our team as a Depot Administrator. This is an ideal role for someone who thrives in a fast-paced environment, enjoys managing administrative and accounting tasks, and has a strong focus on ensuring the smooth delivery and invoicing of depot operations.
As a Depot Administrator, you will be responsible for managing all invoicing and delivery-related tasks for the depot. You will ensure the accuracy of invoicing, maintain operational efficiency, and provide administrative support to ensure smooth daily operations.
Key Responsibilities
- Process and review customer orders, ensuring that invoicing is accurate and timely.
- Generate and send packing slips and invoices based on completed deliveries.
- Manage daily cash handling across multiple depot locations, including counting, reconciling, depositing, and ensuring all collections are securely processed and documented.
- Work with local banks for deposits, coin purchases, and handling of daily collections.
- Ensure all depot transactions are correctly processed and reconciled, identifying any financial discrepancies.
- Coordinate with drivers to ensure all deliveries are made on time and in compliance with company policies.
- Monitor and manage the daily delivery schedule, making adjustments as needed to ensure smooth operations.
- Handle FedEx and UPS shipments, as well as drop-offs for depot-related deliveries.
- Utilize Google Sheets to track deliveries, orders, and inventory, ensuring data accuracy.
- Assist with the review of open sales orders, ensuring they are updated in line with completed deliveries.
- Work closely with the accounting team to ensure that all invoices match delivery details and payments are processed promptly.
- Maintain accurate records of depot transactions, identifying any discrepancies in financial reporting.
- Support management with various administrative tasks, including event planning or meeting coordination, as required.
- Ensure reliable attendance and complete any additional duties as needed.
- Organization: Ability to establish and maintain efficient systems for tracking deliveries, invoicing, inventory management, and cash handling.
- Attention to Detail: Strong focus on accuracy, especially when processing invoices and reviewing financial records.
- Communication: Effective verbal and written communication skills to coordinate deliveries and relay important information.
- Mathematical Skills: High proficiency in handling numbers, cash reconciliation, and ensuring invoicing and financial records are accurate.
- Computer Skills: Proficiency in Google Sheets; knowledge of Route4Me and SAP Business One is a plus, but not required.
- 401(k) matching
- Dental, Health, Life, and Vision insurance
- Paid time off
