Administrative Assistant

JOB SUMMARY: The Administrative Assistant will be responsible for first impressions with customers, internal and external, and all administration functions of front desk/office support to meet needs and demands of company. The individual must demonstrate a willingness to provide an excellent experience, seizing opportunities to create raving fans with every interaction.

 

JOB DUTIES AND ESSENTIAL FUNCTIONS:

• Responsible for operating a multi-line phone system, answering all calls to ensure customers speak to a live person and are pleasantly greeted and transferred to correct person in a timely and accurate manner.

• Maintains a professional, customer-focused first impression for all customers entering into division.

• Responsible for accurate and efficient keying of customer related transactions. 

• Responsible for timely and accurate administration functions supporting needs of company and customers, including but not limited to: invoicing, unbilled route reports, processing RMA credits, daily sales, purchase requisition vouchers, receive and transfer coil inventory support, creating and documenting deposits; ingoing and outgoing mail / FedEx / UPS; storage and file maintenance of Bills of Lading; scanning and file maintenance     

• Supports the needs of the company and customers through processing invoices, unbilled route reports, RMA credits, daily sales, and purchase requisition vouchers.

• Assists with receiving and transferring coil inventory.

• Manages ingoing and outgoing mail and shipments.

• Manages storage and file maintenance.

• Knows, understands and applies the company’s cash handling policy and CPU (customer pick-up) practices and procedures.

• Generates accurate and timely department reports weekly or monthly, as needed.

• Responsible for open and close of front office area for the day.

• Support payroll functions, as needed.

• Assists in organizing and executing company events.

• Other duties and special projects as assigned.  

MINIMUM QUALIFICATIONS:

• Ability to handle multi-line phone system

• Ability to work within a team

• Ability to meet deadlines and work in a fast-paced environment with interruptions and prioritize duties

• Three or more years office/administration experience preferred

• High school diploma or equivalent

• Consistently exhibits and displays the company’s values of “Own It. Can Do. Act in Love.”

  •  Own It – Commitment to customer, the company, and each other
  •  Can Do – Pursuing continuous improvement
  •  Act in Love – Treating others with humility, respectfulness, kindness, honesty, patience, and self-control