JOB SUMMARY

Responsible for handling various administrative tasks efficiently and effectively. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. The Administrative Assistant will play a crucial role in providing support to the team and ensuring the smooth operation of daily activities.

RESPONSIBILITIES

• Answering Phones: Serve as the primary point of contact for incoming calls, providing excellent customer service and directing calls to the appropriate individuals promptly.
• Gatekeeper: Must be able to screen and prioritize visitors along with incoming communications, including emails and mail, and manage correspondence accordingly. Exercise discretion and judgment in handling sensitive information.
• Data Entry: Accurately enter and maintain data in various databases and spreadsheets. Ensure data integrity and completeness while adhering to established guidelines and procedures.
• Customer Service: Assist customer service with creating the sales guide and administrative tasks as needed. Occasionally will need to assist customers with inquiries, orders, and concerns in a courteous and professional manner. Resolve issues promptly and escalate complex matters to the appropriate personnel as needed.
• Web Orders: Process online orders accurately and efficiently. Coordinate with the warehouse team to ensure timely fulfillment and delivery of orders. Monitor inventory levels and update product listings as necessary.
• General Office Help: Provide general administrative support, including filing, photocopying, scanning, and organizing documents. Assist with scheduling appointments, meetings, organizing events and employee communication. Main point of contact for copiers, postage, vending machines
• Other duties/responsibilities as assigned or apparent.

QUALIFICATIONS

SKILLS AND ABILITIES

• Proven experience as an Administrative Assistant or in a similar role.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in MS Office applications (Word, Excel, Outlook).
• Attention to detail and high level of accuracy.
• Ability to prioritize tasks and manage multiple deadlines effectively.
• Customer-focused with a positive attitude and strong interpersonal skills.
• Experience with data entry and maintaining databases is preferred.
• Familiarity with web-based ordering systems is a plus.
• Must be able to read, write, and speak English.

EDUCATION and EXPERIENCE

• High school diploma or equivalent required; additional education or certification in administrative assistance or related field is advantageous.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

CONTACTS: Internal and External – Continuously (67 - 100%)

Contacts involve giving or exchanging information of a limited controversial nature.

Regularly

• Position requires about 5% travel occasionally running errands, must have a valid driver's license and a clean driving record
• Communicates via phone, email, in person
• Required to sit, perform keyboard work, for prolonged periods of time
• Operates a computer and other office equipment such as a copy machine and printer.

Frequently

• Talk and hear to coordinate day-to-day phone and in person transactions

Occasionally

• Required to walk and stand for extended periods of time.

• Lift and/or move up to 50 lbs.

Standard office environment. The noise level is usually low, due to office equipment.