Administrative Specialist

Job Description

Job Description

Job Title: Administrative Specialist

Company Overview

CEEUS Inc. is an established and successful wholesale distributor experiencing dynamic growth. Our role in the supply chain is to coordinate the flow of materials and equipment from manufacturers to the electric power companies who serve underserved communities.

Our operations are in West Columbia, SC and Glen Allen, VA, allowing us to conveniently serve our member-owners, the electric cooperatives, as well as municipal and investor-owned utilities. We proudly offer next-day delivery to our members via our fleet of trucks or common carriers. To best serve our customers, CEEUS offers tool repair services, lineman PPE testing, as well as emerging technologies such as broadband fiber optics and electric vehicle charging equipment.

We supply the needs of those who power our world.

ORGANIZATIONAL RELATIONSHIPS

Department | Marketing & Administration

PURPOSE

The Administrative Coordinator provides administrative and operational support to the Sales team by coordinating documentation, supporting sales events, and ensuring the timely completion of administrative tasks. This role helps maintain efficient workflows, supports cross-functional collaboration, and contributes to delivering exceptional service to our customers.

NATURE AND SCOPE

The Administrative Coordinator provides administrative support to the Sales team and partners with departments across the organization to ensure efficient day-to-day operations. This role is responsible for coordinating schedules, preparing documents and presentations, organizing travel and sales events, maintaining departmental records, managing marketing materials, and supporting special projects. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities while providing responsive support to leadership and internal stakeholders.

QUALITIES

The Administrative Specialist we are looking for will be:

• Organized: Keeps sales documentation, schedules, and priorities organized and up to date.
• Detail-Oriented: Ensures accuracy in quotes, reports, communications, and records.
• Collaborative: Works effectively with Sales, Purchasing, Warehouse, and other departments.
• Reliable: Follows through on commitments and consistently meets deadlines.
• Communicative: Provides timely updates and maintains clear communication with customers and coworkers.
• Adaptable: Responds well to changing priorities in a fast-paced environment.
• Technology Proficient: Comfortable working with ERP systems, Microsoft Office, and other business applications.

• Problem Solver: Identifies issues, follows through on resolutions, and helps improve processes

JOB RESPONSIBILITES

1. Provide administrative support to the Sales department, including preparing reports, presentations, meeting materials, and other business documents.
2. Coordinate calendars, meetings, conference room reservations, and departmental schedules.
3. Coordinate event and conference logistics for all departments, including registrations, sponsorships, travel arrangements, dining reservations, private event planning, rental vehicles, giveaways, displays, and décor.
4. Assist in planning and executing company events for both SC and VA locations
5. Arrange travel, registrations, itineraries, and logistics for sales meetings, conferences, trade shows, customer visits, and other company events.
6. Coordinate the planning and administrative support for trade shows, sales meetings, and company events, including scheduling, vendor communication, shipping materials, and event logistics.
7. Order, organize, and maintain inventories of marketing materials, promotional items, branded apparel, and sales collateral.
8. Maintain organized electronic and physical filing systems, departmental records, and shared documentation.
9. Prepare expense reports, purchase requests, and other departmental administrative documentation.
10. Monitor shared departmental email inboxes and route requests to the appropriate team members.
11. Assist with departmental reporting, project tracking, and administrative support for ongoing initiatives.
12. Assisting and Backing up the front desk & Front Desk Coordinator
13. Support special projects and perform other administrative duties as assigned.

WORKING LOCATION AND CONDITIONS

• Work is primarily in a climate-controlled office setting
• Noise level is generally moderate and typical of a professional office environment.
• Standard working hours of 8:00 AM to 5:00 PM, Monday through Friday with 1 hour for lunch
• Standard two 15-minute break periods per day
• Occasionally travel to supplier locations, company facilities, or meetings; travel is expected to be less than 10% of working time.

BENEFITS

• Company funded pension plan
• 401(k) Match
• Health insurance
• Dental insurance
• Vision insurance
• Life Insurance
• PTO
• Paid holidays
• Employer sponsored savings plan

ESSENTIAL JOB FUNCTIONS

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Physical Requirements

• Prolonged periods of sitting and working at a desk or computer workstation.
• Frequently uses hands and fingers to operate a computer, keyboard, mouse, telephone, calculator, and other standard office equipment.
• Occasionally stands walks, bends, reaches, stoops, or climbs as necessary to perform job duties.
• Occasionally lifts, carries, pushes, or pulls office materials, files, or equipment weighing up to 25 pounds.
• Performs repetitive hand, wrist, and finger movements associated with computer and office equipment use.

Communication and Coordination

• Frequently and effectively communicates, both verbally and in writing, with vendors, customers, coworkers, and management by telephone, video conference, email, and in-person meetings.
• Must be able to exchange accurate information, ask questions, provide instructions, and respond to inquiries in a timely manner.
• Demonstrates the ability to organize work, prioritize and coordinates multiple activities and assignments, meet deadlines, and adapt to changing priorities with internal and external stakeholders.
• Exercises sound judgement, professionalism, discretion, and confidentiality in the performance of assigned duties.

Vision and Information Processing

• Requires close visual acuity to read printed material and electronic documents, review data, and perform computer-based work.
• Ability to accurately process, analyze, and interpret written, numerical, and electronic information.
• Maintains attention to detail while performing tasks requiring accuracy and concentration over extended periods
• Applies critical thinking, problem-solving, and decision-making skills to perform assigned responsibilities.
• Ability to learn new processes, systems, software applications, and procedures as business needs evolve.

Safety and Regulatory Compliance

• Ability to maintain a safe work environment by modeling and enforcing safety expectations and ensuring compliance with relevant regulations (e.g., OSHA; DOT where applicable to fleet operations).
• Ability to support storm and emergency readiness, including availability outside standard hours when required to sustain safe, reliable operations.

Leadership and Decision-Making

• Must be able to handle multiple concurrent priorities, manage time effectively, and direct team members under high-pressure conditions (e.g., storm response, peak shipping seasons).
• Requires the cognitive ability to evaluate operational challenges, develop strategies, and implement solutions in real time, balancing safety, quality, and cost-effectiveness.

Equal Employment Opportunity/ ADA Statement

CEEUS is an equal opportunity employer and complies with the Americans with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations will be provided to qualified individuals with disabilities unless doing so would create an undue hardship.

EDUCATION, KNOWLEDGE AND EXPERIENCE

Required Qualifications

Preferred Qualifications

Education Level

High School Diploma

Associate’s degree

Work Experience

2 years of administrative, sales support, customer service, or office coordination experience

Work Skills

• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.

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