What are the responsibilities and job description for the Executive Administrative Assistant - Manufacturing position at Pandjiris, Inc.?
Executive Administrative Assistant - Manufacturing
DUTIES
Objectives/Performance Factors:
- Perform advanced secretarial work for President.
- Screen calls for President
- Daily sorting of mail for President
- Responsible for or involved in making travel arrangements and maintaining/updating travel profiles for President, Sales, Engineering, Field Service Personnel, and Customers
- Assist President as needed, including copying, typing, filing and miscellaneous activities and administrative actions
- Perform advanced secretarial work for Vice President Sales & Marketing
- Order Christmas cards
- Assist VP Sales & Marketing as needed, including copying, typing, filing and miscellaneous activities and administrative actions
- Assist Quality Coordinator/Inspector/Safety Administrator as needed, including copying, typing, filing and miscellaneous activities and administrative actions
B. Area of Responsibility: P.O. Verifications
Objectives/Performance Factors:
- Responsible for completing P.O. Verifications for all Standard Equipment, Parts, and some Special Equipment as needed.
- Gather information
- Ascertain correct "Bill To" and "Ship To" addresses
- Work with Accounting to ensure accurate Work Order numbers are used
- Verify pricing and discounts
- Consult with shop managers to obtain most accurate shipping dates
- Do follow-up calls to customers when signed verifications are not returned
C. Area of Responsibility: Assist Parts Department
Objectives/Performance Factors:
- Enter Call Reports and Potential Order Forms into database
- Procedure involves ascertaining accuracy of addresses, work order numbers, serial numbers and numerous other facets of information to be entered for Call Reports and into the Potential Order Forms database.
- Involves working closely with Accounting Department to assure their information needs are met the first time the order is entered.
- Enter customer Service Issues (CSI's)
- Create Service Work Orders (SVO's)
D. Area of Responsibility: Work Order Entry & Stock Releases
Objectives/Performance Factors:
- Enter data in Encompix for Order Acknowledgements and assists entering Planned Orders into Job Status database as needed.
- Procedure involves ascertaining accuracy of addresses, and numerous other facets of information from Call Reports and the Potential Orders database.
- Involves working closely with Accounting Department to assure their information needs are met the first time the order is entered.
- Enter Approved Stock Release Orders in Job Status database and Encompix
E. Area of Responsibility: Credit Card Processing
Objectives/Performance Factors:
- Obtain Credit Card numbers from Customers or from the Credit Card storage document in the Customer Contacts database (Notes Link).
- Process Credit Card Payments by Customers.
- File Credit Card Receipts in Customer Files
F. Area of Responsibility: QA Inspections
- Enter QA Inspection Reports into the Quality Inspections database
G. Area of Responsibility: General
Objectives/Performance Factors:
- Assist with Receptionist Duties (fill-in for Receptionist's breaks and scheduled time off)
- Answer, screen and forward all incoming phone calls as promptly as possible and in a professional manner, making the caller feel important, not rushed, and at ease. Displaying confidence that Pandjiris' personnel will meet or exceed each customer's expectations.
- Direct incoming calls to the appropriate party, or voice mail box, or take a message as needed
- Greet and assist visitors
- Assist with handling incoming and outgoing faxes
- Sort and deliver mail and incoming faxes, prepare for distribution and distribute.
- Assist with mailings, e.g. stuffing envelopes, attaching labels, etc.
- Operate postage meter and ensure it has sufficient postage; report any problems.
- Operate fax machine and ensure it has enough paper, toner, etc.
- Perform other clerical work whenever possible in between phone calls, while not making callers feel anything else is more important than them. At Pandjiris we consider the role of the receptionist as very important. The receptionist is often the first person a customer comes in contact with, making that important first impression. We are a company that continually strives to meet the needs of its customers and this must begin with the first call. We want the call to be handled promptly, professionally, and courteously so that the caller feels that their call is of utmost importance. This can also pave the way for a positive exchange when they reach the party they are calling. Therefore the most important duty of the receptionist is customer relations.
- Assist with HR Administration
- Birthday card program
- Planning company picnics / luncheons
- Planning company Christmas Party, Retirement Parties, Annual Meetings and/or Luncheons
- Assist Personnel Administrator as needed, including copying, typing, filing and miscellaneous activities and administrative actions
- General Administration
- Assist Quality Assurance, Purchasing and Accounting Departments as needed, including copying, typing, filing and miscellaneous activities and administrative actions
GENERAL QUALIFICATIONS
- Perform a wide variety of secretarial duties, some of which may be of a confidential nature and requiring use of independent judgment and initiative.
- Learn new skills as needed, and train new employees as needed.
- Good phone personality.
- Familiarity with phone systems and voice mail.
- Familiarity with fax machines.
- Excellent typing and word processing skills.
- Team worker
- Quick learner
- Ability to take the initiative
- Ability to keep calm in a hectic atmosphere
- Confident, positive, pleasant, courteous demeanor
CLASSIFICATION: Hourly
HOURS: Monday-Friday 8:00AM-5:00M CST
JOB TYPE: Full-time
PAY: $16.00 - $22.00 per hour plus bonus and 401(k) Match
Job Type: Full-time
Pay: $16.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
Experience:
- Customer service: 1 year (Required)
- Executive administrative support: 2 years (Required)
- Manufacturing Associated: 2 years (Preferred)
Work Location: In person
Salary : $16 - $22