Job Title:  Division Operations Assistant (San Antonio)

Primary Purpose of Job: To provide support to the Division Operations staff including Store Supervisors and employees. Ensuring all aspects of the division process runs fluidly and accurately.

Major Functions

1. Employee / Customer / Vendor / Staff / Corp Relations

a. Employee Assistance

i. Help answer any general questions

ii. Coordinate Concur expense and travel needs for division personnel as needed

b. Vendor Assistance

i. Maintain Price Sheets, Price Promotions

ii. Expense Reimbursement ▪ Obtain requested supplies

c. Corporate Relations

i. Communicate with Sales Dept. any Division Specific Sales Info - price changes, pop/beer order book changes; alignment changes, prepare Sales Planner items.

▪ Keep Product Info. Dept. informed of Monthly Promotions

▪ Coordinate requests for additional phase materials, etc. with Marketing Dept.

d. Staff Assistance

i. Help with any questions

ii. Company vehicle tags, renewals and titles, maintain fleet database

iii. Assist with Concur expense entry as needed

iv. Sales and Merchandise Checklist reporting

2. Reports – Data Entry / Printing / Distribution

a. Retail Zipline Communication

b. P&L Analysis/Research

c. Budget Research

d. DAW

e. Robbery Reports

f. Super Tracking

g. Misc. Sales

h. Reports as needed

i. Resource Group notes

j. Merchandising and Alignment Projects (MAP) results quarterly

k. DSM Compliance Walk results

3. Accounting Functions

a. Batch entry/JE entry

b. Check book

c. Special Account deposits

d. Month End reconciliation

e. Budgets

f. Charity Fundraising Recon

g. Gift Card Activations

4. Miscellaneous

a. Correspondence

b. Copies

c. Filing

d. Screen Calls/Messages

e. Meeting Arrangements/Meals/Notes

f. Create Forms

g. Distribute Mail

h. Calendars

i. Enter Store Meeting Calendar

j. Notary Needs

k. Supervisor Ride/Weekend Duty updates/Supervisor Store List updates

l. Division Van Schedule

m. KC/STL/Ill - MO licensing

n. (STL) Auditor/Schedule

o. Check-up Folders - Receive/sort and distribute

p. SharePoint maintenance of Division site collection

5. Supply / Sign Orders – Purchase, Sort, Distribute

a. Store Sign Orders

b. Marketing Materials Order

c. General Store Supplies (not obtained through QTD)

d. Office Supplies

6. Contributions / Division Advertising

a. Serve on Committee

b. Obtain approval and reply to all monetary requests

c. Respond to requests for gift certificates, merchandise and coordinate through store, if needed

7. Division Office Facility Upkeep

a. Maintain office equipment – copier, fax, printer and postage meter.

b. Coordinate office building repairs with F/S - Call for outside assistance as problems arise.

c. Coordinate any regular office services i.e. cleaning, plant services etc.

8. Special Projects

a. Company picnic – assist as needed

b. Store tour preparation

c. Store Opening Set-up/Licensing

d. Division Events

9. Back-up Division Support

a. Personnel Assistant / Receptionist

b. Front Desk lunch support as needed

Position in Organization

Reports to: Division Manager/Division Operations Manager/Division Sales Manager

Relationships

Inside the company: Staff, Store Employee, Corporate Personnel

Outside the company: Vendors, Contribution Requests from the Public, Customers - complaints/compliments, etc.

Position Specifications

The required specifications (education, experience, and skills) are those that the employee must have to hold the position. Applicants applying for this position must possess the required specifications in order to be considered for the job. The desired specifications are those that are not required for the employee to hold the position but the employee should try to obtain the desired education, experience, and/or skills to be effective and successful in the position.

Required education: High school graduate or equivalent.

Desired education: Any additional computer, writing, public speaking, accounting, or other business related courses.

Required experience: Three years secretarial experience with managerial responsibilities.

Desired experience: Experience in office management.

Required skills: Typing 55+ wpm, 10-key by touch, proficiency in word processing and spreadsheet software.

Desired skills: Proficiency using Microsoft Word and Excel software.

Additional Criteria 

Position requires: self-motivation, organization, confidence, knowledge, accuracy and the ability to work unsupervised. Must be able to handle the public (advertising, contributions, customer complaints), heavy work load and stress. Flexibility is mandatory.

Starting Salary: $26.76