Office Assistant

Job Description

Job Description

Description:

Core Description: The Office Assistant provides administrative and operational support to ensure the efficient functioning of office and field operations. This role works under the direction of management and assists with customer service, scheduling, recordkeeping, data entry, and documentation. The Office Assistant supports daily operations by completing assigned tasks accurately and maintaining organized records.

Responsibilities:

• Respond to routine inquiries by phone or email; refer more complex or urgent matters to management.
• Assist with entering and maintaining work orders and updating records as directed.
• Maintain daily work order files and help track the status of assigned work.
• Assist with monitoring inventory levels and notify management of potential shortages.
• Support delivery scheduling by preparing documentation and updating schedules.
• Verify that paperwork is complete and accurately matches work orders prior to submission for billing.
• Perform general office duties, including filing, scanning, copying, data entry, ordering supplies, and answering phones.
• Assist in preparing routine reports related to work orders, inventory, and operational activities.
• Communicate with employees, customers, and vendors to obtain information and provide updates as requested.
• Maintain organized electronic and paper filing systems.
• Support special projects and other administrative tasks as assigned.

Qualifications:

• Education: High school diploma or equivalent; additional administrative or business-related training is a plus.
• Experience: Previous experience in an office or administrative role preferred, preferably in an agricultural or chemical-related industry.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with scheduling or work order management systems.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Problem-solving skills and a proactive approach to addressing operational challenges.
• Effective communication and customer service skills.
• Ability to work independently and handle multiple responsibilities simultaneously.
• Must pass drug screening as required.
• Must be legally eligible to work in the United States

Working Conditions/Physical Requirements:

• The job typically follows regular office hours, which may include standard business hours from Monday to Friday. However, flexibility in scheduling may be required to accommodate operational needs, such as attending meetings or handling urgent matters outside regular hours.
• The job involves primarily sedentary work, requiring prolonged periods of sitting at a desk or computer workstation to perform administrative tasks, manage communications, and coordinate schedules.
• May require lifting up to 25 pounds for inventory management purposes.
• Extensive use of computers and office equipment is essential for tasks such as drafting documents, managing databases, sending emails, and scheduling appointments. This requires proficient typing skills and the ability to operate office software efficiently.
• Tasks such as typing, filing, organizing documents, and operating office equipment require good manual dexterity and hand-eye coordination.
• Strong visual and auditory abilities are essential for reading and reviewing documents, communicating effectively, and engaging in face-to-face or virtual meetings.
• This job requires working in a warehouse environment, which may involve exposure to chemicals, fumes, and load noises.