Customer Service / Office Administrator (Administrative)

Position Summary:
We are seeking a highly organized and technically skilled Office Technical Administrator/Accounting Clerk to join our team. The ideal candidate will manage the office's technical infrastructure, provide administrative support, handle basic accounting duties, and contribute to the overall efficiency of our daily operations.

Why Work for Us?

At Bray International, we are the leading provider of industrial valves, actuators, and related control products, renowned for our innovative flow control solutions worldwide. Joining our team means becoming part of a company that values excellence, integrity, and collaboration.

What We Offer:

• Competitive Pay Plans
• Comprehensive Benefits: Enjoy industry-leading benefits effective the first of the month after you have worked 30 days, including:
  • Medical, dental, vision, and life insurance
  • Paid holidays and vacation
  • 401(k) plan with matching contributions
• Healthy Work Environment: We provide a smoke-free, drug-free workplace to ensure a safe and productive atmosphere for all employees.
• Career Growth: We are committed to your professional development, offering numerous opportunities for advancement within the organization.
• An Exceptional Company Culture: Bray is a Family-owned and operated business with over 30 Years of Engineered Excellence

Join Bray International and be part of a dynamic team dedicated to shaping the future of flow control solutions!

Key Responsibilities:

Technical Office Administrator (75%):

• Coordinating and greeting office visitors. Front office administrators are the face of a business, greeting visitors with professionalism and courteousness and directing them to the relevant office/personnel. As the first point of contact for visitors and clients, this role is responsible for providing a positive and welcoming experience and plays a crucial part in creating a favorable impression of our company. Ideal candidates should have the ability to professionally deal with rude customers by remaining calm, speaking softly, actively listening, empathizing, assessing needs, seeking a solution, and responding accordingly.
• Handling incoming and outgoing correspondence: Answering phone calls and directing customers to the appropriate department/personnel with respect and courtesy. Following up with customers (phone/email) as required to schedule on-site visits, facility tours, training, etc.
• Ordering and maintaining office supplies: Managing the Staples business advantage account and ordering various office supplies as needed. Proactively maintaining the inventory of critical office supplies such as printer paper, printer toner, file folders, etc. Ordering special suppliers as requested by all office and warehouse personnel.
• Support budgeting and bookkeeping: Budget reports are emailed out to the various divisions on a monthly basis. The office administrator is responsible for collecting the budget report, highlighting any large variances, scheduling the appropriate meetings to review the variances, and maintaining budget notes for monthly corporate review meetings.
• Keep company files organized and maintained: The filing system at Amresist requires daily attention to ensure the proper flow of Work Orders, Purchase Orders, and Sales Orders. Attention to detail is required.
• Preparing reports and maintaining records
• Assist with HR operations: Assist with onboarding processes, including preparation of documentation and coordination of orientation sessions. Prepare HR and HSE reports, documents, and correspondence as needed. Help coordinate recruitment activities, including job postings, resume screening, and scheduling interviews.  Address basic employee inquiries related to HR policies, procedures, and benefits.  Assist in organizing employee events, training sessions, and wellness programs. Support the HR team in maintaining compliance with company policies. In general, serve as a liaison between HR and employees, facilitating effective communication.
• Calendar management: Maintain calendars for managerial level employees, including scheduling meetings, appointments, and events.  Prioritize and coordinate conflicting schedule and adjust/reschedule appointments as needed while communicating changes effectively.
• Meeting management: Arrange meeting logistics, including locatin, technology setup, and required materials.  Send invitations, manage RSVPs and track attendance.
• Managing staff expense reports: Collecting receipts and managing expense reports for site managers through online software and submitting monthly.
• Coordinating travel: Assisting in travel logistics including airfare, rental cars, and hotels.
• Labor report upkeep: Database input for the daily labor report received from shop employees.  Adding new part number, routing times, and any additional needed information to the labor report in MS Excel.
• Department Metrics: Maintaining the department metrics and reporting in various forms. This includes the daily Safety/Quality/Delivery/Cost (SQDC) metrics to be printed out and physically displayed daily.  Weekly and monthly reports to be complied from intranet sources and PowerBI reports and communicated/reviewed with management.
• Assist wherever necessary: Ideal candidates are always looking for ways to improve work processes and systems.

Accounting Clerk (25%):

• Prepare and submit customer invoices: Customer invoicing is critical to business operations and needs to be handled daily and on-time in order to achieve sales/shipment goals.  Cross reference purchase orders, sales orders, and internal paperwork to confirm pricing, quantities, and products all match.  Use various customer specific portals to submit invoices.  Submit tracking numbers and any other important information into Order Track software.
• Assist with month-end closing procedures: All invoicing and billable lines need to be cleared before the end of each month.  The accounting clerk is responsible for ensuring that all information is collected and correctly entered before the final day of each month.
• Verify discrepancies and resolve client billing issues: Maintain tax exemption certificates and reach out to clients and vendors when necessary.  Follow up on customers and vendors regarding payment discrepancies (short/late payments).  Work with Bray corporate accounting to resolve any client billing issues.
• Maintain accurate financial records and documentation: Submit mont-end report to corporate accounting
• Generate financial reports and statements as needed: reach out to customers for credit reference, obtain W9, tax exmpt forms and any other documentation required by corporate accounting.

Work Environment:

Physical Demands:

• Frequent sitting, occasional standing, walking, reaching, and stooping.
• Lifting up to 25 pounds occasionally.
• Close vision required (corrective vision allowed).

Environmental Conditions:

• No exposure to chemicals, fumes, loud noise, or extreme weather conditions.

 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

See job description