PROMOTIONAL PRODUCTS ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance

PROMOTIONAL PRODUCTS ADMINISTRATIVE ASSISTANT
Location: Rhode Island
Job Type: Full-Time
Pay: $19-$23/hr

About Us

COOL AIR CREATIONS is a full-service promotional products and apparel decorating company serving customers throughout Rhode Island and New England for over 37 years. We provide screen printing, embroidery, promotional products, online stores, vehicle graphics, and branded merchandise solutionsall under one roof.

We are seeking a detail-oriented and organized Administrative Assistant with experience in the promotional products industry to support our Executive Assistant and President. This position plays a key role in ensuring accurate order processing, exceptional customer service, and efficient daily operations.

Position Summary

The Administrative Assistant will work closely with senior leadership to manage administrative functions, process orders, coordinate vendor communications, maintain inventory records, and assist customers throughout the order process. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a working knowledge of the promotional products industry, including supplier ordering procedures and industry terminology.

Essential Duties and Responsibilities

• Create and process customer orders accurately and efficiently.
• Submit and manage supplier orders through ASI and other approved vendor platforms.
• Monitor and maintain inventory records using Excel spreadsheets and internal systems.
• Answer incoming telephone calls and direct inquiries professionally.
• Assist customers with order questions, product information, and status updates.
• Work directly with the Executive Assistant and President to support daily operations and special projects.
• Communicate with suppliers regarding order status, inventory availability, artwork requirements, and shipping schedules.
• Review orders for accuracy and completeness prior to submission.
• Assist with order tracking and follow-up to ensure on-time delivery.
• Maintain organized electronic and paper records.
• Provide administrative support to multiple departments as needed.
• Perform additional duties as assigned.

Qualifications

• Previous experience in the promotional products industry is required.
• Working knowledge of ASI suppliers, promotional products terminology, and industry ordering processes.
• Strong proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• High level of attention to detail and accuracy.
• Professional and customer-focused attitude.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience with order entry and customer service.
• Familiarity with promotional product supplier websites and ordering systems.
• Experience supporting executives or senior management personnel.

What We Offer

• Competitive compensation based on experience
• Paid time off
• Health insurance benefits (subject to eligibility requirements)
• 401(k) plan
• Stable, year-round employment with an established Rhode Island company

Equal Employment Opportunity

COOL AIR CREATIONS is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law.