Benefits :

• Paid time off
• Profit sharing
• Training & development
• Vision insurance
• Wellness resources
• 401(k)
• Competitive salary
• Dental insurance
• Health insurance

SYOXSA, Inc. Administrative Assistant Job Description

SYOXSA, Inc. Employee Expectation : A positive attitude is a requirement of all employees. In addition, all employees are required to treat colleagues, customers, suppliers and SYOXSA property with respect.

Safety is paramount at SYOXSA. All employees are expected to perform job responsibilities safely and efficiently while abiding by government regulations and company policies.

SYOXSA employees are expected to meet and follow the company’s Core Values : 1. Safety First, 2. Provide Service with a Passion, 3.

Do it Right the First Time, 4. Be Proactive Do Something, 5. Always improve yourself Keep Growing, 6. Foresee Customer Needs Bring Surprise, 7. Be Grateful Every Day.

Experience, Skills, and Education Requirements :

1. Average tenure of at least 2 years over the past 5 years; fewer than 3 employers over the past 5 years.

2. Bilingual English / Spanish preferred with nearly perfect grammar.

3. Proficient in Microsoft Office suite (especially Excel & Outlook Emails) and Adobe Acrobat, and overall advanced computer competence required.

4. Strong problem solving, critical thinking, coachability, interpersonal, organizational, and verbal / written communications skills.

5. Bachelor’s degree in human resources, business administration, or accounting required.

Equipment / Benefits Provided :

• Paid time off (vacation, holidays, weekends)
• Health, Dental, Vision, and Life Insurance
• 401(k)
• Work / life balance
• Desktop (Laptop if needed)
• Training
• Employee Discounts
• Career growth opportunities

Summary of Job Responsibilities : We are looking for an energetic self-starter who is extremely organized. Someone who remains positive no matter the situation and someone who sees an opportunity in everything.

Someone who likes to be rewarded for their personal results and who loves to win.

The Administrative Assistant will serve as a back-up to the Staff Accountant who is overseeing Accounts Payable, Asset Control, and Tax Compliance.

• The Administrative Assistant will be responsible for processing Bi-weekly Payroll with input from the Distribution, Branch, and Plant Manager, and tracking employees Vacation Days.
• The Administrative Assistant will be responsible for managing the Accounts Receivable portion of the business. The Administrative Assistant will work alongside the Staff Accountant regarding the Accounts Payable and Accounts Receivable functions of the business.
• The Administrative Assistant will be responsible for reviewing the daily Sales Journals and Counter Sales Journals and ensuring they are processed on time and accurately.
• The Administrative Assistant will be responsible for measuring the activity of their job (counting the number of journals, time taken to process payroll, time spent creating new accounts and running credit checks, processing Workforce Commission tax payments, etc.

with the goal of increasing efficiencies.

Must be very organized and able to work within an annual plan that is broken down quarterly, monthly, weekly, etc. Must have excellent communication skills (in person, on the phone, and via email).

Should work to promote SYOXSA’s proactive customer-service first culture through professionalism, responsiveness, and total customer service.

Key Responsibilities :

1. Bi-weekly Payroll Processing :

• Collect and verify timekeeping information for employees.
• Calculate and process bi-weekly payroll accurately and on time.
• Ensure compliance with relevant labor laws and company policies.
• Address payroll-related inquiries and discrepancies.

2. Accounts Receivable :

• Generate and issue customer invoices in a timely manner.
• Monitor and track accounts receivable, ensuring timely collection.
• Collaborate with the finance team to reconcile discrepancies and resolve issues.
• Prepare and maintain accurate financial records related to accounts receivable.

3. Administrative Support :

• Provide general administrative support to the team as needed.
• Maintain organized and up-to-date files related to payroll and accounts receivable.
• Assist in the preparation of reports and presentations.
• Coordinate with other departments to ensure smooth workflow.

4. Communication and Collaboration :

• Communicate effectively with internal teams, vendors, and clients.
• Collaborate with the finance and HR departments to streamline processes.
• Respond promptly to inquiries and maintain positive relationships with stakeholders.

Other Duties :

1. Collection of past due customer balances to achieve a company-wide collection goal of 45 days (DSO) or better.

2. Resolve customer questions or concerns regarding invoices.

3. Create new customers in Trendex. Receive and verify Sales Tax Exempt forms alongside the Staff Accountant.

4. Follow up and respond to customer emails within 24 hours (preferably less).

5. Ensure customers are paying their bills within their payment terms.

6. Process Payroll for all employees.

7. Process Bulk Gas delivery invoices accurately and on time with the assistance of the Branch Manager.

Disclaimer : The above Job Description is not intended to describe the general nature and level of work being performed on this job.

They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All personnel may be required to perform duties outside of their normal responsibilities, as needed.

Last updated : 2024-05-30