Description

At GT Midwest, the administrative assistant/receptionist is the primary person or back up that answers all incoming phone calls in the office and greets all outside visitors and/or vendors. Duties also include all customer invoicing, the processing of vendor invoices and freight bills, generating and maintaining daily reports, entering customer sales orders, maintaining logs and records regarding open quotes, and expiring pricing records. Also processes all incoming mail and is responsible for ordering all office supplies. Must be versatile, flexible and able to interact well with many different personalities. The administrative assistant also assists inside and outside sales in any administrative tasks assigned as well as any duties assigned by the general manager or the office manager.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Answer and forward all incoming calls in a timely and professional manner
• Greet visitors and/or vendors
• Process vendor invoices that are non-inventory related
• Generate and maintain daily reports and logs
• Enter various customer sales orders, returns and credits
• Enter pricing records and maintain pricing record logs and reports
• Process and distribute all incoming mail and faxes and process outgoing mail
• Order and inventory all office supplies
• File customer invoices electronically
• Work as a team with fellow GT employees
• Assist in all administrative tasks as assigned
• Scan certs into document library
• Maintain current employee list
• Process, print and e-mail vendor rebates
• Maintain petty cash boxes
• Keep internal reference material updated

LANGUAGE SKILLS

An administrative assistant must be able to communicate effectively both orally and in writing. Because they are answering the phones and greeting vendors and/or visitors in person it is important that they maintain a professional attitude. They communicate with fellow GT employees, supplier personnel, and customer personnel ranging from operators on the line to senior management.

COMPUTER SKILLS

Administrative assistants regularly use Microsoft Office products and GT’s Sxe. Must also be skilled in creating Excel spreadsheets.

MATHEMATICAL SKILLS

Administrative assistants must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. These skills are necessary in many aspects of the job.

OTHER SKILLS

Because administrative assistants are frequently given work by a variety of different personnel, they must have excellent, organizational skills, time management skills, and a sense of urgency.

PHYSICAL DEMANDS

While performing the duties of this job, the administrative assistant is regularly required to use hands to handle, or feel; reach with hands and arms; and talk or hear.. The administrative assistant frequently is required to sit for extended periods of time.

WORK ENVIRONMENT

Can be high energy at times, with sometimes stressful or demanding deadlines and deliverables. This position is faced with constant interruptions and phone calls. Some overtime may be necessary.