Administrative & Expediting Clerk (PT)

7 days ago

Denver, United States Colorado Lighting, Inc. Part time $18 - $22
ADMINISTRATIVE & EXPEDITING CLERK–(Part time)- Reports to the Controller

The Administrative & Expediting Clerk is a member of the Finance & Accounting Team and reports to the Controller. The primary responsibilities are receiving and matching purchase order receipts and invoices, arranging corporate travel, and ensuring adequate coverage for the front office and receptionist duties. Accuracy, time management, multi-tasking and strong computer skills are required. An integral part of this position is interfacing with operations and field personnel as well as the procurement team to ensure timely and accurate completion of the required data.

This position is responsible for (but not limited to) the following:
  • Purchase Order Receipts
    • Matching receipts and invoice amounts to open Purchase Orders on the system.
    • Noting work orders and purchase order lines for current delivery status or receipt.
    • Notifying Purchasing if quantities or pricing do not match.
    • Uploading PODs to the ERP system.
    • Following up with CLI personnel for documentation and verification of receipt.
    • Update various sections of the ERP system to update key departments.
  • Book hotel travel as requested by managers
    • Follow company guidelines for allowable travel accommodations.
    • Keep log of all travel booked on the company credit card and website.
    • Prepare allocation entries to job cost the travel for all direct expense
  • Ensure there is appropriate coverage at the front desk for receptionist duties
    • Coordinate the lunch, break, and PTO time with the primary receptionist and all backup personnel
    • Obtain schedules of employees that are out or not available to ensure calls and visitors are routed correctly.
    • May need to assist with daily opening and closing of the facility.
    • Assist with mail distribution and payment processing when primary receptionist is away.
    • Assist with office and kitchen cleanliness and restocking.
    • Prepare the weekly schedule of KPI measurements for the Admin. meeting.

Key tools and competencies needed to accomplish job responsibilities:
  • Experience with various software programs and both strong excel and reconciliation skills are required for this position.
  • Strong written and verbal skills and a professional attitude are necessary for corresponding with employees, customers, and vendors.
  • Must have strong communication skills and proven ability to work in a team environment.
  • This position will require a minimum of 1 to 3 years experience in an office environment.
  • Must be flexible as to other job duties as assigned, as this is an overall support position for the corporate office.
  • Must have some flexibility with hours and days assigned.

Key Performance Indicators (KPI’s) – Accountability Measures:
  • Match the receipts and invoices to Purchase Orders daily, ensuring that all documentation is matched within 7 days of receipts.  Input status, notes, and documentation on ERP system.
  • Run the audit report weekly to ensure Purchase Orders are correctly received and closed on the system.
  • Prepare job costing entries and log for travel expenses on a weekly basis.

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