Office Administrative Assistant

Job overview:

Seeking a professional, organized, dependable, and self-motivated person to perform administrative and office support duties providing customer service, clerical, secretarial, processing, and/or financial related duties, which may require varying degrees of independent judgment.

This position is M-F, 6:15 am - 3:15 pm. No nights or weekends.

This person will initially work in this role but as they grow in knowledge and expertise, there is potential for growth.

Minimum Qualifications:

An Associate’s degree in Business, and/or

Administrative/Secretarial experience (5 years required)

Customer Service experience (3 years preferred)

Expert Knowledge of Microsoft Office (Excel, Word, Outlook) a must. If you do not have experience, please do not apply

Bilingual would be a plus

Skills/Abilities:

Personable, great with customers

Must be self-motivated and organized, with the ability to easily adapt to change and work independently on projects.

Excellent communication and interpersonal skills and ability to provide information and service to a range of internal and external contacts.

Able to create/modify truck routes by understanding directions, geography, and working with existing customers and incorporating new customers in routes

Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Skilled in the use of computers, computer related software or programs, local networks, databases, and internet search engines.

Effective communication, both written and verbal (including excellent telephone etiquette)

Duties/Responsibilities (Job Specifications):

Manage incoming phone calls from customers and salespersons; customer service is imperative in this role

Contact customers for orders and up sell to maximize orders

Schedule, coordinate, and execute tasks as needed

Process customer orders in a timely and accurate manner

Perform bookkeeping duties such as processing accounts receivable

Knowledge of administrative and secretarial procedures, such as word processing, filing, records maintenance, and other related procedures

Ensure efficient and clear communication between all departments

Serve as first point of contact for all correspondence including mail, email, and phone calls.

Reconcile a weekly inventory report

Prepare invoices and coordinate drivers’ routes

Open, sort, and distribute incoming correspondence, including mail, email, and faxes

Ensure drivers and sales reps have the materials and information they need prior to each working day for warehouse pick-ups and driving routes

Organize work flow systems

Research and respond to requests for information and assistance

Attend all required work training sessions

Create materials/reports/flyers for customers and sales team

Ensure efficient communication between all departments

Oversee all duties as it relates to receiving orders, processing orders, and ensuring proper and timely delivery of orders to ensure 100% customer satisfaction

Manage and maintain office upkeep

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Salary:

Salary will be determined depending on experience.

Growth:

As stated above, the person in this position may have the opportunity to promote into an Office Coordinator position, Buyer position, or Sales Manager position as they grow in skill, knowledge, and experience. For the right person, this could be an excellent opportunity to learn the company and continue to increase in role in the company and increase in pay as it pertains to the future of the company.

Benefits:

Casual working environment

Working schedule Monday through Friday from 6:15 am-3:15 pm; no nights or weekends

Paid vacation and holidays (PTO accrual based on time worked)

Health benefits available

Employee discounts

Potential bonuses