Administrative Assistant

Rock Island Auction Company (RIAC), the #1 firearms auction house in the world has expanded to Texas and searching for an Administrative Assistant!

Administrative Assistant I is the first impression of Rock Island Auction Company (RIAC) at Bedford, Texas. With an upbeat attitude and polished demeanor, this critical role delivers world-class customer service by greeting visitors, directing customers to the appropriate point-of-contact, resolving customer issues and inquiries, maintaining records, and assisting with auctions.

This role requires you to work onsite Monday through Friday from 8:00am - 5:00pm at our Bedford, TX location.

Essential Job Functions

• Greets visitors and follows security procedures, such as issuing visitor badges and monitoring logbooks.
• Answers, screens, and routes incoming calls from external or internal sources to the appropriate department or team member.
• Processes and completes sales transactions for RIAC merchandise.
• Performs administrative pre-auction and post-auction duties (e.g., data entry, check-out process and invoicing, contacting customers, and mailing letters) while ensuring compliance by following established internal policies, processes, and procedures (i.e., regulatory requirements, cash handling).
• Notifies clients when their purchases or consignment items are ready for pickup and provide courteous support to address any questions or concerns.
• Performs data entry to maintain accurate client records, clean up accounts, and add new clients to our database.
• Receives various methods of payment, including cash, and processes each transaction with integrity, accuracy and efficiency.
• Assists with live auction duties including, but not limited to phone or online bidding, as business needs require.
• Performs general administrative duties (e.g., processing mail, scheduling meetings, data entry, and expense reporting,).
• Assist with maintaining record of office supply inventory and expenses.
• Manages, cleans, and organizes front desk / lobby area.
• Works expected overtime (or hours outside regular work schedule) and required auction weekends (up to 6 per year). 
• Completes other tasks, duties, and projects as assigned.

Knowledge, Skills and Abilities

• Ability and willingness to learn and follow all company rules for firearm safety and general safety.
• Ability and willingness to learn ATF, FFL, and other regulatory compliance, and maintain high-level of such compliance.
• Ability to use and apply sound judgment and logical reasoning while making decisions and/or solving problems.
• Strong work ethic with standards of excellence for integrity, productivity, efficiency, and accuracy.
• Ability to consistently deliver world-class customer service with professional image and conduct, including respectful communication, with all internal and external stakeholders, and competency to understand the importance of such.
• Effective communication skills including active listening with knowledge and ability to resolve customer issues / problems while maintaining composure and professionalism, following internal processes / procedures, and meeting internal quality standards as well as regulatory compliance.
• Excellent organizational and time management skills with ability to swiftly pivot and/or multi-task in order to balance competing priorities and successfully meet deadlines.
• Knowledge, skill, and ability to learn and understand industry vernacular and any key aspects or significance associated with auction items as well as auction process.
• Ability to understand the importance for using discretion and maintaining confidentiality while working with sensitive information and data, and skill to demonstrate such.
• Basic proficiency using Microsoft Office (Outlook, Word, Excel).
• Ability to use and operate office machinery and other relevant equipment, such as telephone, computer, copier, scanner, and various printers.
• Knowledge and ability to perform basic math skills.
• Excellent written and oral communication skills to liaise with internal and external stakeholders with the highest degree of professionalism
• Reads, writes, speaks, and understands English fluently

Education and Experience

• High school diploma, GED, or equivalent required.
• One (1) year previous work experience in firearm sales associate, administrative, receptionist, customer support, or similar role required.
• Experience processing 4473 forms strongly preferred.
• Proven experience using Microsoft Office (Outlook, Word, and Excel) required.