Administrative Assistant

Job Purpose:

We are looking for a detailed and organized team-mate with excellent communication skills and an upbeat attitude. The purpose of this job is to assist management and the Sales Team by entering customer orders, recording sales results, coordinating special order needs, supporting marketing efforts, primary coverage of incoming calls to the operation, and taking on various tasks as given by the Director of Sales.

To be successful, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. You must be comfortable with computers, Microsoft (excel, word, power point) general office tasks, and excel at both verbal and written communication. Most importantly, you should have a genuine desire to meet the needs of others.

Duties and Responsibilities of Admin Seat (sales):

Input & Maintenance of orders into Microsoft BC

Follow through on existing orders to ensure accurate on-time shipping

eCommerce order entry, customer service & sales support

Main sales office operator responsibilities, answer direct phone calls

Corresponding with clients via email and phone regarding their order status

Process all credits for any shortages, damaged goods, or incorrect products

Provide back up support for the Logistics Coordinator (truck check ins and eta’s schedule container deliver, enter inventory, and create packets for processed orders)

Provide general support to visitors & guests

Act as a secondary point of contact for internal and external clients

Train and become familiar with the sales process to assist sales representatives while traveling or away from the office.

Travel between the Westerlay properties to conduct administrative & support functions on sight

Assist with non-wholesale related business such as donations, events, trade shows, retail etc…

Learn about the full working of the operation to be literate in orchid production, plant flow & business fundamentals

Contribute and collaborate towards continuous improvement of our systems, process’, teams, and yourself

Qualifications:

Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant, or equal

Knowledge of office management systems and procedures

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

High School degree: college education preferred

Ability to work independently of direct supervision

Working conditions: Westerlay Orchids growing facilities and offices on-site

Travel: Must be able to commute from one facility to another, run company errands as needed, and for educational opportunities.

Position Type/Expected Hours of Work: This is a full-time non-exempt (hourly) position, and the hours of work are Monday through Friday 6:00 am-3:00 pm. This position requires 30 minutes of work Sat & Sun mornings every other weekend for Trade Joe's order entry and is split between other sales team members.

Salary: This is an hourly non-exempt position with a pay rate of $21-$25 (DOE) per hour

Westerlay Orchids offers a comprehensive benefits package for all full-time employees on the first of the month following 60 days of employment.

100% employer-funded PPO medical plan for employees only.

FSA and dependent care plan options are available on a pre-tax basis.

Health Reimbursement Account plan that is employer-funded, we set aside a specific dollar amount to reimburse 75% of the employee's annual deductible.

50k term life insurance policy 100% paid for by Westerlay.

6 accrued sick days per year, 2 weeks of accrued vacation per year. At 5 years of service 4 weeks of accrued paid vacation.

EAP and travel service plan - no cost to employees.

401k safe harbor match eligible after completion of 90 days of employment.

Westerlay Orchids provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.