Administrative Support

Administrative Support

NativeSeed Group is a collection of native seed companies across multiple locations in CA, WA, UT, MT, NV, CO, KS, NE and AZ. For over three decades, NativeSeed Group has been recognized as the leading supplier of native seed and erosion control products in North America, serving a diverse range of customers including federal and state agencies, departments of transportation, contractors and hydro seeders, environmental landscapers, NGOs, Fortune 500 energy corporations, large landowners, and retail consumers.

NativeSeed Group is the only vertically integrated native seed company in North America and includes five state-of-the-art farming, processing, and cleaning operations as well as 11 points of distribution throughout the West. We have decades of experience designing regionally adapted reclamation and restoration seed solutions spanning small landowner beautification projects to large scale, complex habitat restoration initiatives. Our best-in-class team members specialize in plant ecology, science, agronomy, and the industry's most comprehensive wildland seed collection operation.

NativeSeed Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

E-Verify Notice: In compliance with federal law, this employer participates in E-Verify to confirm the employment eligibility of all newly hired employees.

The Administrative Support is the first line of communication and presentation for the company. This person will provide the first impression an outside contact has for the company as a whole. The Administrative Support is also a crucial part of the Order Processing completion process and payment processing activities.

Responsibilities:

Phones:

• Answer all incoming calls
• Transfer to the appropriate sales rep
• Receive incoming faxes and send to appropriate party

Customer Service:

• Help customers by phone and walk in and making sure to do everything possible to make their transactions process as smooth as possible
• Greet the customer and collect as much information in order to transfer them to the correct salesman, and ending with collecting their payments and thanking them for coming in.

Shipping:

• UPS:
• Enter in UPS charges and customer freight charges
• Save invoice in customer folder
• Scan UPS charges in customer folder
• LTL:
• Call to get freight charges
• Use spreadsheet to divide charges if needed
• Enter in charges and customer freight charges
• Save invoice in customer folder
• Scan BOL into customer folder
• Will call:
• Mark shipped the day it was picked up
• Save invoice in customer folder
• Scan signed packing slip into customer folder

Order Processing:

• Make sure everything looks correct in the order before printing
• Print the packing slip, warehouse copies, tags and/or mix tags
• Get shipping quotes if needed
• Create certs/T168s if needed
• Process credit cards SeedOps, SeedNet or manually
• Save the receipt in customer folder
• Make Bill of Ladings for LTL shipments
• Create in a PDF
• Print and attached to packing slips

Credit Card Deposit:

• Bookkeeping spreadsheet in SeedOps, SeedNet
• Enter necessary data in the spreadsheet
• Save to appropriate accounting folder with the credit card receipts

Incoming Mail:

• AR:
• Create an excel spreadsheet of the incoming checks
• Customer, check # and amounts
• Scan all of the summary sheet and checks > save to AR folder
• Save checks to customer folders
• Send check deposit to Office Manager
• Scan deposit sheets in with the scanned checks
• AP:
• Scan incoming invoices into AP folder
• AP folder to be filed

Receiving:

• Confirm counts are correct
• Receive the material in SeedOps, SeedNet
• Enter in tests if needed
• Request tests from Vendors if needed

Seed Tests:

• Send crop tests out to the warehouse that the sales reps have requested
• Always check the quantity of the seed vs cost vs if CO needs a germ
• Enter in test information in SeedOps, SeedNet when results come in
• Save tests to the cloud

Outgoing mail:

• Catalog Requests
• Gather materials
• Write a handwritten note on a post card

Emails:

• Respond to incoming emails

Inventory:

• Data entry of seed counts
• Typically 1-2 time a year

General office tasks:

• Help keep track of supplies and inform Manager when we get low
• Support Warehouse Manager and staff in daily warehouse operations
• Take on special projects as assigned by General Manager or other Management

Requirements:

Experience / Education and Skills Required:

• Highly organized
• Ability to foresee and preempt problems
• Strong attention to detail and highly accurate
• Excellent verbal and written communication skills
• Ability to manage and prioritize multiple assignments at one time
• Active listening skills paired with critical thinking skills
• Ability to self-start and work independently while also contributing as an effective team member
• Ability to diplomatically interact with all personnel within and out of our organization
• Ability to respond to quick turn-around requests
• Experience with Microsoft Outlook, Microsoft Excel, Microsoft Word
• Administrative experience providing support to office staff
• Knowledge of Sharepoint a plus