What are the responsibilities and job description for the Administrative Assistant position at Refractory Service, Inc.?
Shift: First shift; 40 hours typically but may vary based on need
Employment type: Full Time, Non-Exempt
Summary
The Administrative Assistant is responsible for providing administrative support to the President and Sales Department. In addition, he/she will answer all customer phone calls and enter material orders.
Essential Duties and Responsibilities
This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
- Answer incoming customer telephone calls. Establish and maintain positive working relationships with customers by ensuring the best possible customer satisfaction by providing expertise in the knowledge of materials and inventory.
- Enter all required information into the computerized inventory system to create and maintain sales orders, ensuring accuracy and timeliness.
- Maintains customer database for Sales Department.
- Prepares and files all quotations and purchase orders for Sales Department in customer files.
- Maintains quotation tracking system for company use.
- Reviews Sales Department emails and responds as appropriate
- Handle confidential information with trust and professionalism.
- Compose, proofread and edit correspondence.
- Receives and obtains approval for employee expense reports.
- Enters and tracks various AP invoices.
- Arranges travel plans for as needed
- Complete special projects as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- Requires a high school diploma and three to five years of related experience; or a combination of education and experience.
- Requires mathematical skills that require the ability to add, subtract, multiply and divide.
- Requires a strong knowledge of Microsoft Office applications, including Excel, Outlook and Word.
- Requires effective oral and written communications skills in order to interact with all employee levels within the company
Other Qualifications
Requires the ability to operate various office equipment to include a computer, copier, and/or fax machine. Requires a familiarity with word processing, database, spreadsheet and graphics software. Ability to comprehend and compose various documents.
Physical Demands
(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.)
While performing the duties and responsibilities of this position, the employee is occasionally required to walk, climb, stoop, kneel, crouch or crawl, reach above shoulders, and move from place to place. The incumbent is regularly required to talk and listen and frequently required to sit and use hands to finger or handle. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision 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 employee works in an office environment where the noise level is moderate. Occasional trips to manufacturing areas will be required.
The above statements reflect the general details necessary to describe the principle functions of the occupation and shall not be construed as a detailed description of all the work that may be inherent in the occupation. Refractory Service, Inc. is an equal employment opportunity workplace.