Merchandise Recyclers and Liquidators
99 S. Taylor St.
Amarillo, Texas 79101
Phone 806-372-6662
Fax 806-374-7999

Merchandise Recyclers & Liquidators

Store Hours:
9:00 AM to 5:30 PM Monday - Friday,
9:00 AM to 5:00 PM Saturday

Merchandise Recyclers & Liquidators, Amarillo, TX

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Job Description: Administrative Manager

  1. Introduction
    This standard procedure establishes and describes the duties, authority, and responsibilities of the Administrative Manager of Merchandise Recyclers & Liquidators.
  2. Requirements
    1. Education
      Required: High School Diploma
    2. Experience
      Required: Two years in similar function and supervisory experience
    3. Skills, Knowledge and Abilities
      1. Familiar with day-to-day office procedure
      2. Some computer knowledge: Spreadsheet application - Excel Computerized accounting system
      3. Deals efficiently with people, customers and other employees
    4. Physical
      1. Body positions: Sitting and standing
      2. Body movements: Walking, bending, and stooping
      3. Lifting up to 35 lbs.
      4. Body senses: Must hear well enough to converse on telephone; must see well enough to read reports, prints, etc.
    5. Mental
      Mathematics: Must comprehend bookkeeping reports
    6. Language
      A good working knowledge of English, good enough to write without spelling and grammatical mistakes.
  3. Functional Role
    1. The basic function of the Administrative Manager is to ensure that proper controls are instituted and maintained with respect to all aspects of the company involving financial records and office procedures.
    2. Basic functions include:
      Accounting Functions
      1. Accounts Receivable
      2. Accounts Payable
      3. Payroll
      4. Customer Invoicing
      5. Cash Flow Forecasting
      6. General Ledger
      7. Credit and Collections
      8. Personnel Record-keeping
      9. Budgeting and Planning
  4. Authority
    1. The Administrative Manager of Merchandise Recyclers & Liquidators has the authority necessary to conduct, manage and administer all accounting matters of the company by delegation from the General Manager.
    2. Authorize or disapprove sales to customers who have gone over their approved credit limit or having balances over 60 days.
    3. Purchase of office and computer supplies and printing needs for the office.
  5. Reporting Relationships
    1. The administrative Manager reports to the General Manager of the company.
    2. The functions which report directly to the Administrative Manager are:
      1. Accounts Receivable
      2. Accounts Payable
      3. Collections
      4. Personnel
      5. Payroll
  6. Responsibilities
    The principal responsibilities of the Administrative Manager consist of, but are not limited to, the following:
    1. Formulation, development and implementation of standard accounting procedures in cooperation with the General Manager and President.
    2. Active administration and coordination of all financial information to allow development of appropriate financial and operational documentation.
    3. Maintenance of an in-house accounting system.
      1. Produce current and accurate figures consistent with established and recommended accounting principals.
      2. Ensure that financial records of all branches are maintained in an accurate and timely manner, including cost, expenses, and profit analysis.
  7. Principal Duties
    The principal duties of the Administrative Manager shall consist of, but not be limited to, the following:
    1. Supervise the staff reporting to him/her in an efficient and effective manner to assure the timely completion of all work.
    2. Review of the collection procedures. Personally dealing with those collection matters which have become a problem, that is, where routine collection methods have not been successful.
    3. Prepare and keep al financial records in a manner acceptable to government regulatory agencies.
    4. Prepare any financial reports and/or statements deemed necessary.
    5. Recommend accounting Policies and Procedures to be followed by all employees and ensure that these are followed.
    6. Maintain up-to-date insurance records. Make recommendations to the General Manager regarding economical levels of risk management.
    7. Manage the Accounts Payable activity of the company to assure timely payment consistent with available cash. Advise the General Manager of any anticipated problems and make recommendations for action.
    8. Manage cash flow adequately to assure the proper management and use of corporate money.
    9. Provide for an on-going bank statement reconciliation and immediately correct any errors. Review and monitor bank deposits. Direct the daily deposit of money as early as possible.
    10. Provide for adequate office supplies while staying within budgetary guidelines.
    11. Maintain job cost and sales records accurately and completely.
    12. In conjunction with the General Manager and with input from other key managers, prepare a corporate budget prior to each fiscal year and on a monthly basis. Maintain a reporting system to top management indicating each month’s actual figures compared to budgeted amounts.
    13. Monitor all company aspects to insure that proper levels of profit margin, overhead and direct expenses are maintained.
    14. Maintain necessary personnel files in a confidential manner.
    15. Ensure that all required information and forms are completed.
    16. Review of inventory maintenance and control routines.
    17. Ensure that inventory counts are correct in the computer system. Make sure that information is entered in a timely fashion with regard to receipt of merchandise, and allocation of material to a job.
    18. Maintain the company’s Chart of Accounts to properly collect income, cost and expense information for accurate financial reporting and control of the company’s finances.
    19. Direct and coordinate the development of the Financial Accounting Control System, including, but not limited to:
      1. Become thoroughly familiar with all modules contained in the system.
      2. Insist upon the correct and fullest practical use of all features of the computer system by all users.
      3. Ensure that the protection of routine files and data is maintained through proper disk back up.
      4. Continually stay abreast of new developments and enhancements to the system and appraise their value.
      5. Design and develop new reports or forms as necessary through the report generation systems and programs available.
      6. Maintain proper computer input procedures and assure effective security precautions.
      7. Providing on-going support and expertise for all aspects of the accounting system.
  8. Measurements of Performance
    The Administrative Manager will be evaluated specifically on the following factors:
    1. The ability to maintain the General Ledger and any subsidiary journals accurately, completely and in a timely manner.
    2. The ability to manage the cash flow so that receivables provides for payables. Advise the General Manager of any anticipated problems so that appropriate corrective action can be taken in a timely manner.
    3. Collections are handled according to the collection procedure. The General Manager is informed when all procedures have not resulted in payment.
    4. The aging of accounts receivable will show no more than:
      1. 50% of all accounts over 30 days
      2. 15% of all accounts over 60 days
      3. 5% of all accounts over 90 days
      4. 0% accounts over 120 days
    5. The ability to prepare and disburse payroll checks accurately and on time. Maintain all payroll tax and other deduction records accurately and in a current status. Resolve any possible problems, mistakes or complaints in a satisfactory manner.
    6. The ability to manage the input into the computer accurately and maintain proper security measures. The software is configured and programmed to meet company needs. All staff receive the training and support necessary.
    7. The ability to maintain costing records accurately and completely.
    8. Overhead allocation, labor burden and cost of materials are calculated so that a break-even cost can be used to assist management in the decision making process.
    9. Annual and monthly budgets are prepared. Monthly variance reports are completed to communicate when cost control measures are needed.
    10. Demonstrated capacity and ability to establish and maintain the accounting and management information functions of the company to the satisfactory expectations of the General Manager.
    11. The degree of cooperation, communication and coordination with all other departments is satisfactory.
  9. Acknowledgments
    I have reviewed and understand the above job description, and believe it to be accurate and complete. I understand that management retains the right to change this job description at any time. I also understand that management may ask me at certain times to perform other duties or assign me other responsibilities than the ones written above.

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