Job Summary
The Office Administrator runs the back office at Ken Ross Inc. (Uncle Dan's USA), a Wylie, Texas manufacturer of rotomolded hunting blinds and plastic products sold direct to consumers, through dealers, and through a national retail chain.
About half of this job is freight: quoting LTL and truckload shipments, booking carriers and brokers, generating BOLs, verifying class and weight, scheduling delivery appointments, tracking loads, auditing freight bills against what was quoted, and filing claims when product shows up damaged. The other half is billing and front office: invoicing customers, dealers, and retail accounts, following up on past-due balances, coding and paying supplier invoices, and answering the main line for order status, dealer questions, and parts requests.
The right person is organized, unbothered by a busy phone, and willing to push back on a carrier who tells them something can't be done.
Responsibilities
Freight & Shipping
- Request and compare LTL and truckload quotes from carriers and freight brokers; select the lane that balances cost and transit time.
- Book pickups, generate bills of lading, and confirm freight class, weight, and dimensions are accurate before the truck leaves.
- Schedule delivery appointments, including retail store and distribution center deliveries with strict routing and appointment requirements.
- Track shipments in transit and proactively notify customers of delays.
- Audit freight invoices against the original quote; dispute reweighs, reclasses, and accessorial charges that weren't authorized.
- File and pursue freight claims for damaged or lost product — photos, delivery receipt notations, carrier claim portals, and follow-through until it's paid.
Billing & Accounts Receivable
- Invoice retail, dealer, wholesale, and direct-to-consumer customers accurately and on time.
- Issue customer statements and apply incoming payments.
- Monitor the aging report and follow up on past-due balances by phone and email.
- Resolve billing discrepancies, short-pays, and deductions.
Accounts Payable
- Enter and code supplier invoices for raw materials, components, freight, and services.
- Match invoices against purchase orders and packing slips; flag discrepancies before payment.
- Schedule payments to hit supplier terms and preserve credit standing.
- Maintain vendor records, W-9s, and account information.
Customer Service & Phones
- Answer the main line and be the first voice customers, dealers, and vendors hear.
- Handle order status, dealer inquiries, warranty questions, and replacement parts requests.
- Route calls and messages to sales, production, or ownership as appropriate.
Office Administration
- Process and file incoming paperwork — packing slips, receiving documents, BOLs, and invoices.
- Scan and enter documents into company systems.
- Order office supplies, handle mail, and keep the front office running.
- Provide administrative support to sales and ownership as needed.
Join us in creating an energetic workplace where your organizational talents will shine! This paid position offers the chance to develop your administrative expertise while making a meaningful impact on our team’s success.
Pay: From $15.00 per hour
Benefits:
- Dental insurance
- Paid time off
Work Location: In person
