Office Administrator at Goldfarb & Associates Inc. in Rockville, MD

We are seeking a professional Office Administrator to manage front-desk communications, run essential company errands, handle freight logistics, and support billing administration. Serving as the front line of incoming client inquiries, this role ensures smooth daily office administration while coordinating critical operational workflows across sales, accounting, warehouse staff, and logistics carriers. A valid driver's license and reliable personal vehicle are required for local company runs.

Responsibilities

Front Desk, Call Routing & Local Errands

• Call Management: Answer incoming calls on the primary line, greet callers, route calls to the appropriate sales, accounting, or warehouse team member, and accurately record and distribute messages when personnel are unavailable.
• Company Errands: Conduct daily/regular local errands using a personal vehicle, including runs to the bank (for physical check deposits), the post office, grocery store, and general administrative supply stores.
• Document Filing: Conduct regular document filing as needed per company process.

Shipping & Freight Logistics

• Parcel Label Creation: Generate domestic and international shipping labels in UPS WorldShip, http://FedEx.com, and ShipStation.
• Pallet & LTL Booking: Generate LTL (less-than-truckload)/FTL (full-truckload) quotes via the company's designated freight website (TQL) or through our assigned freight representative and coordinate pickups/deliveries with vendors and customers directly.
• Customs & Export Documentation: Prepare export Commercial Invoices with required HTS tariff codes, product descriptions, and Country of Origin (USA). Coordinate directly with customs brokers regarding Arrival Notices and clearance.
• System Tracking Updates: Enter tracking numbers, carrier information, and shipping line charges on Sales Orders (SO) and Purchase Orders (PO) in appropriate locations.

Accounts Receivable & Billing Support

• Credit Card Processing: Process credit cards, remit invoices, and handle general invoicing communication with customers on a daily basis.
• Check Deposits & QuickBooks: Process remote check deposits via the banking website and record received payments and deposits in QuickBooks Online.
• Carrier Freight Audits: Download carrier statements (such as TQL invoices), verify load numbers, locations, and rates against records, and enter approved bills into QuickBooks Online.

Order & Administration Support

• Dropship Workflows: Process dropship POs and SOs between vendors and customers, and ensure labels, packing slips, and invoices are distributed.
• Operations Manager Support: Assist the Operations Manager in tasks that require help.

Onsite training for all tasks above will be provided

Qualifications

• Schedule & Compensation: Available to work in person Monday through Friday from 10:00 AM to 5:00 PM

• Driver & Vehicle Requirements: Valid driver's license, clean driving record, and a reliable personal vehicle to run local errands (bank, post office, store runs).

• Communication Skills: Excellent verbal etiquette for answering phones, taking accurate messages, and liaising with suppliers, carriers, and clients.

• Software Proficiency:

  • Accounting: Inventory management software, specifically QuickBooks Desktop or QuickBooks Online.
  • Shipping Portals: UPS WorldShip,https://shared.outlook.inky.com/link?domain=FedEx.com&t=h.eJxdTssOwiAQ_JWGs5RiH0BPXvQ_tsAqEYspNDEx_rvdg0njaSfz2Jk3W5fIxordSnmOQly8O79qmx7sULE7CdcUHcIycZgdh5yTDVB85mG2IttUyunn2BhKChy0V4jSIB6nxvQb7nzrjFMeEEAKqbQ2WndNX_dtq4ZOU5untgxr_H9IottP2fGFxssNBLqfL9J9P40.MEQCIFTe67Xlo_ldHhuVSQ5Y8tTcO0qUb1T2Q5vMCo8JpKGsAiBMHwK-dUSUh_W86qI52NkzDkISXUYvTi_KNawWjZHlkwhttp://FedEx.com, ShipStation, and TQL Portal.
  • CRM & Tools: CRM software, Microsoft Office, Google Workspace.