General Office Assistant

At Oxford, we own brands that evoke happiness ... from the relaxed island lifestyle of Tommy Bahama, to the sunny optimism of Lilly Pulitzer and bohemian spirit of Johnny Was ... because being happy never goes out of style.

About the Role: Position is responsible for reviewing and processing DC invoices for payment and acting as a backup for color coordination, wave administration and receiving administration.

Essential Job Functions

• Accounts Payable
• Verify invoices against purchase orders/receiving documents
• Code invoices with the correct coda ledger number
• Get invoices approved by management
• Scan invoices into ImageNow for payment processing
• Review invoices in SAP to verify payment
• Contact Customers/Vendors regarding any discrepancy with invoices

• Color Coordination
• Act as a back-up in color coordination for the embroidery department including but not limited to the following:
• Communicate with the customers regarding logo specifications. Choose thread colors for the logo based on the customer specifications. Provide sewn swatches for customer review and approval before orders are entered in production.
• Communicate with the Art Department Manager regarding any questions or logo stitch errors.
• Download embroidery Logos into the embroidery system.
• Maintain complete documentation to include specifications, sewn swatches and pictures for each logo on all major accounts.
• Convert embroidery file to a picture file sending a copy to the sales reps and customer service
• Review orders checking for correct Logo information.
• When needed, work with Sales Reps and Customer Service to correct orders with incorrect logo information.
• Print and attach logo picture and specifications to the work order for the embroidery department.
• Answer questions from embroidery concerning thread colors and embroidery locations.
• Complete royalty reports monthly.

• Wave Administration
• Act as a back-up in wave administration including but not limited to the following:
• Run location Queries
• Communicate with Application support regarding any errors to get them resolved
• Enter pick ticket waves using the correct parameters (Ticket number, Purchase Order Number, Store, Order type etc.)
• Print Picket Tickets
• Prepare pare tickets for the production floor
• Adjust ticket information as needed. (Ship Via, change address, start/stop dates, etc.)
• Perform daily downloads in ABS
• Fold invoices and mail
• Scan BOL’s and email documents to the appropriate customers
• Answer switchboard and transfer calls to appropriate extension
• Order warehouse and office supplies as needed.

• Receiving Administration
• Act as a back-up in receiving administration including but not limited to the following:
• Prepare incoming shipment documents manually and enter into the warehouse management system. (Shipment Headers, carton labels, mix SKU documents, etc.)
• Verify production against the receiving file/packing slips
• Reconcile any discrepancies between actual product received and receiving file/packing slip
• Verify small package shipments (FedEx/UPS) against Purchase Orders
• Write up small receiving records for goods received without a purchase order
• Maintain receiving records
• Distribute small receiving records and purchase order receiving’s to Accounts Payable.
• Assist receiving department with labeling cases, scanning, etc. on an as needed basis.

POSITION DIMENSIONS

Scope, Complexity and Autonomy

• Applies skills and knowledge gained through formal training or prior work experience.

• May adapt procedures, operations, and /or equipment to meet the needs of the job.

• May work on non-routine tasks.

• Identifies problems and issues in straight-forward situations, assessing each using standard procedures.

• Refers complex issues to higher levels

• Works under a moderate degree of supervision.

Decision-Making Authority and Judgment

• Procedures and established standards determine the parameters of this position

Supervision Received

Supervision Exercised

Principal Relationships/Key Contacts

• Customers

• Sales Staff

• Art Department

• Embroidery Department

POSITION SPECIFICATIONS

Education and Certifications, Experience and Skills, and Competencies

• High School Diploma

• Generally, 2+ years of relevant work experience in a support or production role

• Proficient with MS Office suite (Outlook, Excel, Word, PowerPoint)

• Intermediate skills with digital camera, scanner, and printer

• Oral Communication – Speaks clearly and persuasively in positive or negative situations, listens and gets clarification and responds well to questions.

• Written communication – Writes clearly and informatively, edits work for spelling and grammar, presents numerical data effectively and able to read and interpret written information.

• Analytical - Collects and researches data. Demonstrates knowledge of color concept. Applies color concepts to the logo design process. Translate design concepts in information into images.

• Problem Solving – Identifies and resolves problems in a timely manner

• Customer Service – Manages difficult or emotional customer situations, responds promptly to customer needs, solicits customer feedback to improve service, responses to requests for service and assistance, meets commitments.

• Organizational Support – Completes administrative tasks correctly and on time.

• Quality – Demonstrates attention to detail, accuracy, and thoroughness.

SPECIAL CONSIDERATIONS

Lifting and/or moving required:

Frequency:

Bending/stooping/kneeling required:

Frequency:

Maneuvering the following types of equipment or machinery: 

What happens next?