Description:
POSITION DESCRIPTION

BAKER KNAPP & TUBBS


Position Title: Assistant Manager
Department: Wholesale
Division: Baker Knapp & Tubbs



BASIC FUNCTION
The Office Supervisor has the primary responsibility for supervising day to day operations of the office staff and all office functions within the showroom to ensure our customers are serviced in a correct and efficient manner.


SPECIFIC RESPONSIBILITIES
Communication
Acknowledge all customers in a professional manner.
Advise Showroom Manager and sales associates of pro-forma accounts non-responsive to 2nd reminder letter and Net 30 accounts over 60 days past due.
Communicate with local receiver to monitor proper documentation of deliveries into the system and MDB (Miscellaneous Debit)/MCR (Miscellaneous Credit) generation for discrepancies.
Communicate with Showroom Manager prior to waiving any miscellaneous charges or making balance adjustments to a customer account.
Communicate with and/or request the involvement of the Showroom Manager when unable to achieve problem resolution through regular channels or to customer satisfaction.

Administration
Maintain payable invoice file copies and forward all original showroom payable invoices after approved for payment by Showroom Manager.
Monitor application/finalization of MDB (Miscellaneous Debit), MCR (Miscellaneous Credit), CRM (Credit Memo), and refund requests. Ensure proper distribution of charges on receiver's invoices.
Monitor proper performance and maintenance of office equipment. Alert the Showroom Manager when maintenance is needed.
Perform all daily accounting functions including all payment posting-POA (Payment on Account), SCRIN (Speedy Cash Receipts Input) and DTMF (Dollar Transfer/Misapplied Funds), order release, daily balancing reports-SRR (Sales Register Report), ARBR (Accounts Receivable Balancing Report), CDR (Cash Drawer Report).
Record and apply all non-sufficient fund checks in NSFCI (Non Sufficient Funds Input) and add the NSF (Non Sufficient Funds) warning code to the CUSM (customer maintenance) customer warnings.

Responsible for authorization of PO's (Purchase Orders) for office supplies, equipment service etc. and to operate within budget allocated on annual Plan. Maintain and order all office supplies with approval of the Showroom Manager.
Review all monthly statements and update for recent payments prior to mailing. Monitor and perform delinquent invoice payment follow-up, up to but not including final collection action step. Notify the Showroom Manager of all accounts qualifying for this status for follow through.
Review, code and send local receiver, contractor and repair service invoices.
Review, authorize, and properly code invoices for payment/chargeback as appropriate by General Office; advise Manager of any questionable or excessive expenses when indicated.
Run daily balancing reports. SRR (Sales Register Report) CDR (Cash Drawer Report) ARBR (Accounts Receivable Balancing Report) and complete the daily balancing worksheet.
Run ORDNF (Orders Received Not Finalized Report) weekly and the last day of the month. Perform follow up.
Run the PCR (Pending Credit Memo Report) weekly. Perform or assign follow up.
Run POAR (Proforma Order Awaiting Release) two times per month to use as follow up on proformas.
Run SOR (Sales Order Report) for open MDB (Miscellaneous Debit) and open MCR (Miscellaneous Credit) weekly. Perform or assign follow up.
Run the OAGE (Open Accounts Receivable Aging Report) monthly and perform follow up.
Run the SOPOM (Sales Order Line/ Purchase Order Line Mismatch) report monthly and perform follow up.

Supervision
Assist with completion of support tasks when necessary.
Communicate with the Showroom Manager any disciplinary action deemed necessary and maintain proper documentation.
Communicate with the Showroom Manager to authorize support staff vacation schedules.
Coordinate work flow of support staff according to job descriptions and temporarily reassign duties to accommodate for sickness, vacation, lunch breaks and staff shortages.
Determine when to hire temporary help. Work in conjunction with the Showroom Manager to hire temporary help.
Execute performance reviews of support staff in conjunction with the Showroom Manager.
Monitor accuracy of tasks performed, project deadlines and the work loads of support staff.

Perform and coordinate training of all new and temporary support staff.