Administrative Assistant

Job Title : Associate Admin Assistant (Onsite Position)

Location : Omaha, NE

Shift Timings : Monday - Friday 7 : 30AM - 4 : 30PM

Job Description :

• Perform receptionist duties for call-ins and walk-ins.
• Process invoices for urgent and redemption orders.
• Manage donations and free goods for events, including reconciliation.
• Participate in the employee appreciation and events committee.
• Oversee cell phone management, including repairs and equipment tracking.
• Maintain and troubleshoot phone systems.
• Manage office supplies.
• Distribute incoming mail and FedEx deliveries.

Cashiering and Settlement Activities Accounts Receivable

• Complete daily cashiering and input into the cashiering system.
• Track driver over / short reports and maintain weekly logs.
• Conduct open A / R driver payments research and respond to inquiries.
• Handle NSF management.
• Review settlement documentation (DSD, voided invoices, POD exceptions).
• Support case management with subject matter experts.
• Resolve and escalate issues within two weeks of invoice date.
• Research and apply payments for cash credit due.
• Reconcile PE accounts (NSF, over / short, outstanding payments).
• Maintain cash / miscellaneous deposit logs and reconciliations.
• Perform miscellaneous deposit administration and cashiering support.
• Ensure signature on file (SOF) compliance.
• Conduct location control assessments.

Accounts Payable

• Assist with bill payments as needed.
• Support new supplier set-up processes.
• Submit closed order invoices and provide additional assistance.
• Administer company P-Card usage.

Sales Support / Analysis

• Assist with new customer set-up, ensuring accuracy in tax information and credit applications.
• Handle customer agreements for select clients.
• Follow up on customer calls.
• Manage stale-dated checks.
• Support pricing issue resolution.
• Act as liaison for issue resolution support.
• Manage uniform orders.
• Complete ad-hoc reporting as needed.

Inventory Support

• Complete weekly inventory tasks.
• Process period-end weekly inventory every four weeks (weekends).

HR / Safety / Fleet / DOT Support

• Post job openings and submit interview notes.
• Coordinate new hire processes, orientations, recruiting calls, and performance reviews.
• Support safety training and compliance in training systems.
• Organize health and wellness programs, including screenings and clinics.
• Ensure environmental compliance and maintain certificates of liability insurance for vendors and visitors.
• Coordinate random drug testing.
• Manage employee badges.
• Assist with payroll support.
• Provide support for IT and administrative requests.
• Support community outreach and recognition events.
2 hours ago