Administrative Associate

Join Our Team: Administrative Counter Support Associate
Job Summary
The Administrative Counter Support Associate plays a key role in supporting Southern Ice Equipment, a Baker Distributing Company, by providing administrative, technical, and customer support across our foodservice equipment product lines. This position blends counter service with inside-sales administrative functions, focusing on accurate order processing, documentation, inventory coordination, and customer communication. The goal of this role is to deliver exceptional customer service in a structured, sales-support environment while ensuring smooth operational workflow across key product categories.
Primary product categories include:

• Commercial ice machines
• Super-automatic coffee equipment
• Beverage dispensing systems
• Water filtration solutions
• Related foodservice equipment and service parts

Essential Duties / Accountabilities

• Serve as an administrative support representative for Southern Ice Equipment, ensuring efficient counter operations and accurate documentation.
• Provide internal and external stakeholders with product information, pricing details, order status updates, and logistical support.
• Process customer orders, returns, quotes, submittals, and warranty documentation with accuracy and adherence to company procedures.
• Maintain organized records, files, and system entries related to sales transactions, inventory, and customer accounts.
• Support inventory management activities, including stock verification, restocking, cycle counts, and updating system quantities.
• Assist with showroom organization, product labeling, merchandising, and maintaining a clean, orderly workspace.
• Research foodservice equipment and parts using internal systems, catalogs, vendor resources, and technical documentation.
• Coordinate with vendors on pricing, product availability, order tracking, and delivery timelines.
• Provide administrative support to house accounts and collaborate with outside sales teams to ensure smooth communication and follow-through.
• Handle incoming calls, emails, and walk-in inquiries, ensuring timely responses and clear, professional communication.
• Assist in resolving customer concerns by documenting issues, coordinating with appropriate departments, and ensuring follow-up.
• Support shipping and receiving processes by preparing paperwork, verifying product information, and coordinating logistics.
• Apply suggestive selling techniques when appropriate, focusing on product knowledge and customer needs.
• Adhere to all company safety protocols, PPE requirements, and operational procedures.
• Report safety concerns, participate in training, and help maintain a safe and organized work environment.
• Perform additional administrative or operational duties as assigned.

Qualifications

• High school diploma or GED required; equivalent education or experience may be considered.
• Experience with HVAC or foodservice equipment (ice machines, beverage systems, refrigeration, filtration) preferred.
• Background in administrative support, sales support, operations, purchasing, or inventory management preferred.
• Strong interpersonal skills with an emphasis on customer service, communication, and relationship building.
• Ability to manage multiple tasks in a fast-paced environment.
• Interest in continuous learning and professional development.
• Mechanical or technical aptitude preferred.
• Proficiency in Microsoft Office and similar productivity tools.
• Valid driver's license required only if driving is an essential job function.

Skills

• Strong customer service and interpersonal communication abilities.
• Effective written and verbal communication skills.
• Strong analytical and data-interpretation skills.
• Creative and effective problem-solving abilities.
• Ability to work independently and collaboratively.
• Demonstrated initiative in improving processes and service quality.
• Ability to understand and communicate in English for safety, training, and documentation purposes.

Physical Demands and Work Environment

• Ability to move parts and equipment up to 50 pounds.
• Ability to stand, sit, walk, climb, kneel, or crouch as needed to perform job functions.
• Ability to use computers, phones, and office equipment for extended periods.
• Visual acuity required for reading labels, reviewing documents, and inspecting equipment.
• Ability to operate warehouse equipment (forklifts, pallet jacks) with proper training when required.

Job Keywords: Administrative Support, Counter Associate, HVAC Distribution, Customer Service, Order Processing, Inventory Coordination, Documentation, Office Administration