Administrative Assistant

The Administrative Assistant handles all order entry, and a variety of clerical tasks to provide support to our Inside Sales staff. Duties may include fielding telephone calls, receiving/directing visitors, and filing. Software skills are required, as well as strong communication skills.

Duties and Responsibilities

• Set cookies first thing every morning to allow pick tickets to print.
• In charge of all filing, how it’s set up/done.
• Scan all completed/shipped pick tickets into the system in a timely manner.
• File all closed/shipped orders in a timely manner.
• Make sure all filing cabinets are in order and organized.
• Assist Branch Manager and Inside Sales staff with document requests such as cut sheets, packing lists, tracking info, invoices, MTR’s, weights & dimensions, etc.
• Answer any questions and/or find missing documents/information requested by salesperson/customer in a timely manner.
• Order Entry
• Enter all orders for inside sales, which includes creating special purchase orders, production orders and transfers.
• Double check/review all orders entered against customer’s PO to ensure correctness.
• Email order confirmation to customer(s), and cc the salesperson.
• Expedite all orders that were scheduled to ship on the previous day (this should be done first thing every morning).
• Expedite all special purchase orders and production orders in a timely manner.
• Make note of any date changes on special purchase order/production order/backorders and notify the salesperson/customer.
• Update the special purchase order in the system.
• Return Authorizations (RMAs)
• Enter all return authorizations for our branch.
• Email RMA acknowledgments to customer.
• File all RMAs under the expiration date listed on the RMA & follow up accordingly.

Knowledge, Skills, and Abilities

• Able to work in a fast-paced, self-directed environment.
• Able to adapt to changes in jobs, duties, and company initiatives.
• Able to maintain good relationships with customers and co-workers.
• Excellent verbal and written communication skills.
• Excellent telephone personality skills.
• Proficient level computer skills, including Outlook.
• Great organizational and time management skills.
• Demonstrates a strong ability to cooperate, a positive behavior, and a commitment to the overall success of the company.
• Performs job duties in a way that achieves a high level of quality, productivity, and service.
• Willing to dedicate the appropriate amount of time and energy to assignments/tasks to ensure that no aspect of the work is neglected.
• Works diligently to overcome obstacles and complete tasks or assignments.
• Willing to go the “extra mile” and do what it takes to get the job done correctly and efficiently.

Education and Qualifications

• High School Diploma or GED
• 2+ years of experience in a sales office environment