Office Manager /Book Keeping & Customer Service

Class: Office

Primary Shift: Morning

Status: Full Time 35 to 40 hours per week

Benefits: Health, Vision, Dental, PTO

Must-Have bookkeeping experience. Applicants without will not be considered.

Job Description

Primary Functions:

This position’s primary function is to support the operations of Muse Gelato by performing routine and advanced administrative duties.

• Be detail-oriented, well-organized, and able to work independently and as part of a team.
• Able to multitask.
• Maintain file system.
• Write and distribute emails, correspondence memos, letters, faxes, and forms as required to complete tasks.
• Prepare reports and documents.
• Sort mail
• Maintain a clean & sanitary office environment.
• Open communication with co-workers
• Maintain a professional, friendly, and courteous manner when dealing with clients or vendors.
• Answer and direct phone calls/check voice mail.
• Perform all other duties as assigned.

Admin Support to CEO:

• Manage calendars to schedule appointments.
• Take notes during meetings.
• Shield from telephone marketers and door-to-door salespeople.

Sales and Customer Support:

• Enter Customer Purchase Orders (from email) into DEAR

Communicate with customers via phone and email as required

• Create Sales Orders from emails, phone calls, or messages.
• Act as the point of contact for clients when they call.
• Coordinate samples, marketing supplies, and other items for Sales Manager / Sales Support
• Data Entry of leads
• Track and document all customer complaints according to company policy.
• Update customer files as required.

Purchasing Support:

• Create Purchase Orders when requested by management.
• Contact vendors for Certificates of Analysis (COA) for shipments that arrived.

o Follow up with vendor for COA’s that have not been submitted.

• Enter vendor invoices.
• Scan documents as required.
• Update as required vendor files – (insurance, W-9, food safety certificates)
• Contact vendor, freight company, or shipping company to track incoming.

Bookkeeping Support:

• Enter payables.
• Send customer statements.
• Enter bank deposits.
• Enter expense receipts.
• Print payables reports / Print Checks.

Food Safety & Production Support

• Assist the Food Safety and Quality Administrator with filing, printing forms, or printing labels.
• Provide backup support to the Food Safety and Quality Administrator when required.
• Print SQF documents as required.

Required Skills

• Bookkeeping skills/understanding of booking-keeping software.
• Basic computer skills.
• Ability to write and communicate effectively with customers and vendors

Available shifts and compensation: Available shifts all days except Sundays and Saturdays. Compensation is $16.00 - $19.00/hour.

About Muse Gelato: Muse Gelato in Orlando, FL is looking for an individual to join our team. Our ideal candidate is a self-starter, punctual, and hard-working. Learn more about us at www.musegelato.com.

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