What are the responsibilities and job description for the Administrative Assistant position at Arms Unlimited Inc.?
A multifaceted role that combines administrative support with specialized tasks in sales,
marketing, and operational functions. This position ensures the smooth execution of
activities across these departments, acting as a coordinator and facilitator. Below is a
breakdown of typical responsibilities, skills, and context for this role.
Key Responsibilities
Sales Support:
• Assist with contract administration, payment tracking and past due invoice
payment collections as required to support the Sales staff and upper
management.
• Coordinate with sales staff to aid with preparing proposals and to assist with
follow up on leads.
• Help Sales with processing orders as necessary.
Marketing Support:
• Assist with organization of trade shows, including logistics and promotional
activities.
• Provide support for marketing campaigns, including scheduling promotions,
tracking budgets, and liaising with vendors (e.g., graphic designers, printers).
• Aid with updating website content and social media accounts.
• Attend local tradeshows to support Sales and Marketing staff.
Operations Support:
• Oversee and management documentation of incoming and outgoing serialized
products along with hazardous materials shipments.
• Work with VP of Operations to streamline workflows by coordinating between
departments to ensure timelines are met for support of on-time order delivery.
• Oversee office operations, such as ordering supplies, maintaining equipment, or
overseeing facility needs.
• Process purchase orders and receipts and work with Warehouse Supervisor to
monitor inventory levels to maintain adequate on-hand inventory to prevent
backlog of order shipments
Administrative Duties:
• Handle correspondence, including emails and phone calls, acting as a point of
contact for internal and external stakeholders.
• Prepare reports, presentations, or spreadsheets for inventory as needed.
Skills and Qualifications
• Organizational Skills: Ability to multitask across sales, marketing, and
operations with strong attention to detail.
• Communication: Clear verbal and written skills for coordinating with teams,
clients, and vendors.
• Technical Proficiency: Familiarity with tools like but not limited to Microsoft
Office, Google Workspace, Adobe products such as Photoshop and Illustrator,
and basic data analysis tools.
• Analytical Thinking: Ability to interpret data and provide actionable insights for
sales, marketing or operational strategies.
• Teamwork and Adaptability: Collaborate across departments and adapt to
changing priorities in a fast-paced environment.
• Discretion: Handle sensitive information, such as proprietary company
information, client contracts or financial data, with confidentiality.
• Punctuality: Showing up on time and ready to work at the beginning of the shift
and until the shift ends is imperative.
Work Environment
• Setting: Common in industries like retail, tech, manufacturing, or professional
services. The role is in-office.
• Hours: Standard business hours, but flexibility may be needed for campaign
deadlines, events, or urgent operational tasks.
Physical Requirements
• Lifting: Ability to lift heavy objects up to 50 pounds.
• Standing and Sitting: Capable of standing or sitting for prolonged periods of
time.