Assoc Admin Assistant

Overview

• The Assoc Admin Assistant contractor contributes to the success of client by supporting the daily administrative and settlement activities. This role serves as the primary administrative support for the location, overseeing multiple administrative, settlement, cash, check, documentation, and compliance responsibilities.
• The position requires a high level of independence, organization, accountability, and attention to detail, as the individual will manage daily activities with minimal supervision while partnering closely with Delivery Supervisors, Finance Administrators, Settlement leadership, and other local teams.
• The successful candidate will take ownership of ensuring daily processes are completed accurately and timely, identifying and resolving issues, maintaining compliance with client policies and procedures, and communicating key updates and trends to leadership.

Responsibilities

• Process all delivery route cash and check transactions against Settlement Receipts and accurately record transactions into SAP.
• Audit daily delivery documents to ensure compliance with client policies, procedures, and internal controls.
• Enter and track daily delivery route variances in SAP and Excel and follow through with Delivery Supervisors to resolve variances within 48 hours.
• Provide daily and weekly review and analysis of noncompliance, settlement, and variance trends.
• Serve as the primary administrative contact for the client location, coordinating and prioritizing multiple administrative and settlement activities.
• Independently manage daily administrative responsibilities and ensure critical deadlines and location requirements are met.
• Maintain accurate trackers, reports, documentation, and records supporting daily operations and Finance requirements.
• Support coaching and training of the delivery team regarding documentation, cash handling, check acceptance, settlement, and compliance requirements.
• Prepare daily bank deposits for GEO/Full Service Vending activity and ensure deposits are completed accurately and timely.
• Reconcile cash, checks, deposits, and related documentation to identify and resolve discrepancies.
• Track and collect NSF customer payments and complete required reconciliation and follow-up.
• Coordinate replenishment and ordering of administrative, settlement, and operational supplies to ensure the location has the resources needed to operate effectively.
• Monitor and follow up on outstanding documentation, missing paperwork, variances, and other administrative exceptions.
• Liaise with and provide support to the local Finance Administrators group and Settlement leadership.
• Partner with Delivery Supervisors and other operational leaders to resolve issues and maintain compliance.
• Communicate daily operational concerns, trends, and unresolved issues to appropriate leadership.
• Maintain confidentiality and exercise sound judgment when handling cash, checks, financial information, employee information, and other sensitive business information.
• Ensure a safe, organized, and functional administrative and settlement work environment.
• Support additional administrative and Finance-related activities as required by the business.

Qualifications

• Demonstrated knowledge of accounting concepts is an asset.
• Knowledge of Grocery Store DSD processes is an asset.
• Knowledge of rules and regulations surrounding check acceptance policies.
• Intermediate knowledge of Microsoft Excel, Microsoft Word, and Outlook.
• Ability to learn and effectively use new computer programs and business systems, including SAP.
• Demonstrated ability to work independently and take ownership of assigned responsibilities.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong analytical and problem-solving skills with the ability to identify discrepancies and follow issues through to resolution.
• Demonstrated ownership and initiative to ensure a safe, accurate, and functional work environment within the settlement team.
• Ability to work under time constraints and meet daily deadlines with minimal supervision.
• Strong attention to detail and accuracy when handling financial transactions and documentation.
• Strong written and verbal communication skills.
• Ability to build effective working relationships with Delivery, Finance, Settlement, and other cross-functional teams.
• Helpful Experience
• Previous administrative experience preferred.
• Previous experience supporting a finance, accounting, settlement, cash handling, or operations environment preferred.
• Previous experience using Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Previous experience using SAP or other financial/enterprise business systems is a plus.
• Experience working independently in a location-based administrative role is preferred.
• Experience handling cash, checks, deposits, reconciliations, or financial documentation is a plus.
• Strong communication and interpersonal skills with significant attention to detail.
• Ability to prioritize competing responsibilities while maintaining accuracy and meeting deadlines.

Key Success Factors

The successful candidate will demonstrate:

• Ownership: Takes responsibility for the day-to-day administrative and settlement needs of the client location.
• Accuracy: Ensures cash, checks, deposits, documentation, and system entries are completed correctly.
• Accountability: Follows through on open items and ensures issues are resolved within established timelines.
• Independence: Effectively manages responsibilities with minimal day-to-day supervision.
• Communication: Keeps leadership and business partners informed of issues, trends, and opportunities.
• Organization: Effectively manages multiple priorities and deadlines in a fast-paced environment.
• Partnership: Builds strong relationships with Delivery, Finance, Settlement, and other local teams.
• Compliance: Maintains a strong focus on client policies, procedures, controls, and financial integrity.