Administrative Associate

Administrative Counter Support Associate

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