Office Assistant/Customer Service

Office Assistant/Customer Service

OnSite Position – LaGrange, GA

Part-Time 25-28 Hours Weekly $17.50-$18.00/Hour DOE

Position Summary

The LaGrange Office Assistant/Customer Service position is responsible for supporting the daily administrative, customer service, accounts receivable, banking, and route settlement functions of the LaGrange location. This position works closely with drivers, warehouse personnel, vendors, customers, management, and the accounting office to ensure daily transactions are accurately processed, balanced, deposited, documented, and reported.

The position requires strong attention to detail, accuracy with financial transactions, good organizational skills, and the ability to manage multiple responsibilities throughout the day.

Essential Duties & Responsibilities

Daily Route Settlements & Driver Reconciliation

• Retrieve and process daily driver bags and settlement paperwork.
• Review driver transactions for checks, money orders, miscellaneous invoices, voids, fees, NSF collections, and other adjustments.
• Reconcile driver End-of-Day totals against DSD daily route settlement reports.
• Research and document discrepancies between driver paperwork and DSD totals.
• Maintain required spreadsheets and documentation for driver receipts, voids, deposits, and route settlements.
• Prepare and provide management with daily route settlement and deposit information.
• Process driver bags received from Macon and South Georgia routes as needed.
• Process customer credit card payments associated with route deliveries when applicable.

Bank Deposits & Payment Processing

• Review checks and money orders for completeness and accuracy before deposit.
• Prepare and process electronic check deposits through the company's banking system.
• Verify scanned check information and correct amounts or information when necessary.
• Reconcile deposit totals to DSD reports and supporting documentation.
• Record completed deposits in the appropriate company deposit records.
• Prepare supporting documentation and communicate deposit totals and adjustments to management.
• Maintain organized records of daily deposits and supporting paperwork.
• Prepare cash deposits and deposit slips as required.

Accounts Receivable

• Check and process incoming customer payments received by mail.
• Create Accounts Receivable batches in DSD and apply customer payments to the appropriate accounts.
• Separate and process payments according to the appropriate company/location.
• Scan and deposit Accounts Receivable checks through the appropriate banking account.
• Verify individual check amounts and deposit totals for accuracy.
• Maintain remittance documentation and supporting payment records.
• Assist with customer Accounts Receivable follow-up and collection calls as needed.

Walk-Up/Vendor Sales

• Assist wholesale walk-up customers and ice cream truck vendors during designated sales hours.
• Provide customers with current order forms and assist with order processing as needed.
• Enter and process walk-up sales transactions.
• Accept and accurately process cash, credit card, and check payments.
• Communicate and enforce company walk-up sales policies, including ordering deadlines and applicable late fees.
• Reconcile walk-up transactions at the end of each sales day.
• Match credit card receipts to transactions and document the appropriate customer.
• Count and reconcile the cash drawer and maintain the required starting cash balance.
• Complete the daily cash summary and prepare cash for bank deposit.

Credit Card & Transaction Records

• Retrieve and maintain daily credit card settlement reports.
• Match settlement information with supporting receipts.
• Maintain organized monthly credit card transaction records.
• Research transaction discrepancies when necessary.

Customer Service & General Office

• Monitor designated company email accounts throughout the business day.
• Answer incoming telephone calls and assist customers, vendors, drivers, and other business contacts.
• Respond to routine customer and vendor emails.
• Assist customers with orders, payment questions, and general account inquiries.
• Coordinate with warehouse personnel regarding walk-up/vendor orders.
• Communicate issues or discrepancies to the appropriate manager or accounting personnel.
• Maintain organized electronic and paper records.
• Perform general filing, printing, scanning, copying, and other administrative duties.
• Assist management and other locations with administrative needs as required.

Schedule & Workflow

The position requires the ability to prioritize responsibilities that vary throughout the day. Walk-up/vendor sales are conducted Monday, Wednesday, and Friday mornings, while driver settlements, Accounts Receivable, deposits, telephone calls, emails, and other administrative responsibilities are handled throughout the workweek.

Work volume may fluctuate based on driver schedules, customer activity, mail delivery, vendor traffic, and payment volume.

Qualifications & Skills

• Strong attention to detail and numerical accuracy.
• Comfortable handling cash, checks, credit card transactions, and bank deposits.
• Basic accounting and Accounts Receivable experience preferred.
• Strong computer and data-entry skills.
• Ability to learn and accurately use company software and reporting systems.
• Proficiency with spreadsheets, email, and general office applications.
• Strong organizational and recordkeeping skills.
• Professional telephone and customer service skills.
• Ability to identify discrepancies and research problems.
• Ability to work independently and manage multiple priorities.
• Dependable and trustworthy when handling confidential financial and customer information.
• Ability to communicate effectively with customers, vendors, drivers, warehouse employees, and management.

Key Areas of Responsibility

Customer Service • General Office Administration • Accounts Receivable • Driver Settlements • Bank Deposits • Cash Handling • Walk-Up Sales • Credit Card Processing • DSD Reporting • Recordkeeping & Reconciliation

Top of Form

Bottom of Form