Operations Administrative Assistant II

There’s a Place for You at World Electric

A career at World Electric is more than a job. You’re investing in a brighter, more sustainable future together and joining a team that makes a real difference for our customers. World Electric offers electrical products and services to contractors. If it helps bring electricity to an office, home, factory or other building – you can find it here. We operate throughout Florida and Georgia and are part of the Sonepar group, the world’s #1 electrical distributor with over 45,000 associates around the globe.

Being “Powered by Difference” means we respect and value diverse perspectives. Within World Electric we offer a supportive culture and great benefits, and as part of the larger Sonepar group, we can offer exciting opportunities to grow your career.

We are hiring a Branch Operations Administrator to join our team!  

Job Type: Full Time 

What You’ll Do 

The Operations Administrator will support the daily operations of the organization by managing administrative tasks, coordinating activities, and ensuring efficient processes. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various departments. 

You will: 

• Provide comprehensive administrative support to the operations team, including scheduling meetings, managing correspondence, and maintaining records.  

• Responsible for branch inventory credit card and reconciling all inventory purchases in Concur.  

• Aware of on-hand office and janitorial supplies and ordering as needed.  

• Keep User Job DAP and SAP queues clean (“Direct Accounts Payable” and “Stock Accounts Payable”). This includes answering all Eclipse trackers and approving payables for Lot Directs.  

• Keep Freight Audit Queue/Freight Audit Report clean (by billing to customer on appropriate sales order or by expensing to your branch)  

• Keep Return Goods Queue clean (by reviewing/approving stock returns and processing returns to vendors)  

• Manager the Invoice Preview Queue  

• Assist management team with maintaining currency of all inspections, permits, certificates, and licensing  

• Make timecard adjustments in Ceridian Time Professional   

• Maintain current Notary certification/stamp and notarizes branch documents Enter tracking info into Eclipse order headers for our outbound orders.  

• Inbound freight from overhead freight carriers, FedEx, Cannon, UPS 

• Make changes to orders in Eclipse once invoiced  

• Reconcile cashbox on a schedule and turns in report to CASHBOX team  

• Process customer payments on accounts when needed  

• Process credit rebills as needed and notifying A/P (for POs) and CASH APP (for SOs) to clear the offsetting ones as appropriate  

• Open mail and prepares overhead invoices in a timely manner for approval  

• Set up new vendors as needed (trade and overhead)  

• Handle vendor proforma invoice check requests and overhead emergency check requests as needed  

• Communicate with vendors to obtain vendor invoices copies/credit memos/tracking info/proof of delivery as needed for sales team, Sonepar audit, and/or accounts payable department (also uploads and attaches copies to corresponding orders in Eclipse)  

• Work AP preview Queue 

• Answer phones and keeping records of visitors (customers, vendors, etc) 

• Answer vendor/customer questions and requests for invoice/statement copies, billing issues, etc. 

• Work with Central Purchasing with filing freight claims, or AP on short shipments from central purchasing deducts, etc. from vendors 

What You’ll Bring 

Education and/or Experience:  

• Associate’s degree (A.A.) or equivalent from two-year College or   

• Technical school; or    

• Six months to one-year related experience and/or   

• Training; or equivalent combination of education and experience. 

Requirements: 

• Strong organizational and multitasking abilities.  

• Excellent written and verbal communication skills.  

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).  

• Ability to work independently and as part of a team.  

• Attention to detail and problem-solving skills.  

• Knowledge of operational processes and best practices.  

• Write routine reports and correspondence.     

• Speak effectively before groups of customers or employees of an organization.    

• Interface in a customer responsive manner over the telephone and in person.  Able to handle difficult customer situations with diplomacy.     

• Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. 

#LI-LP1

What We Offer You

We offer great family-friendly benefits to full-time associates:

We’re proud to be a military-friendly company, and our many employee resource groups (ERGs) help you make connections and feel supported.

Learn More About Us

Get to know us on YouTube, LinkedIn, Facebook and Instagram and learn how we’re “Powering Progress for Future Generations.”
LinkedIn: https://www.linkedin.com/company/world-electric-supply/?viewAsMember=true

Instagram: https://www.instagram.com/worldelectricsupply?igsh=MWZpM3Rwc3BjM3l1Zw==

Learn more at https://careers.sonepar-us.com/worldelectric/us/en/home

World Electric is part of the Sonepar family of brands: https://www.soneparusa.com/us-en/about-us

Equal Employment Opportunity Statement 
Sonepar is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.   

Sonepar and our family of brands are committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if a reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please call 843-745-2420 or email recruiting@sonepar-us.com.

EEO is the Law Applicants and employees are protected under Federal law from discrimination. To learn more, Click here.