Customer Service / Office Administration assistant

Job Description

Job Description

Office/Administrative Personnel Needed

Employment type: full-time

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Small office supply company seeking high-energy, hardworking, and dependable employees for an Office/Administrative position in Baltimore City. Prior office skills and/or experience are a plus. An ideal candidate must be able to work with minimal supervision and must have good written and verbal communication skills. In addition, the candidate must be able to compute formulas using Microsoft Excel, Microsoft Office, and Google Sheets, and must be able to type at a minimum of 40 wpm. Work hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. Good attendance and punctuality are a MUST.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Answer telephones, respond to email correspondence, and file

Enter customer orders into the system

Email, fax, and mail invoices

Assist customers with problems or concerns.

Process and enter customer payments into the accounting system

Call customer accounts with past-due invoices to obtain payment status.

Reconcile Customer Accounts

Process Invoice Files

Enter the daily production sheets and credit card log.

Schedule and dispatch service calls and deliveries

Place supply orders

Check email for orders. Report to managers on emergencies and new supplies that need to be ordered promptly. Other duties as assigned

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES
Must have excellent telephone skills. Proficient with Microsoft Office, Database Management, Typing, and Data Entry.

PHYSICAL DEMANDS The physical demands described here are representative of those required of an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.