Administrative Support Specialist

Job Description

Job DescriptionDescription:

JOB PURPOSE or JOB SUMMARY:

The Administrative Support Specialist provides office support with a variety of clerical, secretarial and administrative related tasks. This position supports the management of sales orders to ensure accurate shipment dates and on-time shipment of orders. This role coordinates expediting efforts with sales and purchasing departments under direction of the Administrative Services Manager. Provides support for the Accounting department with administrative tasks such as daily customer invoicing. Contributes to a positive working culture, builds strong relationships, and lives out the values of integrity, collaboration, and accountability. The Administrative Support Specialist is responsible for providing office support for the digital document management system, email management, mail distribution, requisition of supplies, and providing reception for the guests of the organization.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Sales Forecasting & Data Management

• Assist in analyzing open sales order reporting and open purchase order reporting to identify discrepancies in supplier scheduled ship dates against customers’ requirements.
• Update open sales order reports in support of accurate monthly/quarterly/yearly sales forecasting.
• Communicate updates in the estimated shipment dates to Inside Sales and/or customers as necessary.
• Enter accurate/updated data into ERP, intranet and other reporting tools to maintain the integrity of reporting data.
• Expedite orders with suppliers as needed.

Accounting Department Support

• Send daily customer invoicing via USPS, email or submitting electronically using customer online portals.
• Manage invoice submissions for twenty-plus customer accounts using online invoicing portals.
• Manage any order/invoicing discrepancies on customer online portals by working with sales and customers directly as appropriate. Escalate issues to Admin. Services Manager as needed.
• Other support as needed at the direction of Administrative Services Manager or the Controller.

Document Management System Support

• Process company correspondence and documentation using the digital document management system.
• Identify issues and work with Administrative Services Manager to rectify issue in a timely manner.

Manage Customer Service Inbox

• Review and analyze email requests sent to the Customer Service email inbox.
• Distribute received messages to the appropriate party within 15 minutes or less of receipt.

Administrative Activities

• Support other departments within the organization as needed.
• Assist with coordinating catering and other needs for company events or trainings.
• Set-up and cleanup of conference rooms as needed.
• Greet and sign in guests, conforming to established policies regarding such contacts.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Coordinate the pick-up, delivery & distribution of express mail services (FedEx, UPS, etc.) and all incoming mail from U.S. Post Office and courier services.
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Composes, types, and edits correspondence, reports, memoranda, and other material.
• Answer mainline telephone as back-up to auto-attendant.
• Prioritize and follow through on issues.
• Create reports for management on a timely basis.
• Maintain and update internal systems daily.
• Present progress weekly, monthly, quarterly, and update annually.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

COMPETENCIES:

• High School Diploma or Equivalent
• Previous administrative experience
• Previous customer service experience preferred.

PHYSICAL AND MENTAL DEMANDS:

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

• Frequently required to sit at a desk/workstation for extended periods of time.
• Must be able to lift 15 pounds at times.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.

• Office hours average 40 per week; may require additional hours including evening and weekends depending on business needs.
• Work typically performed in an indoor office setting.
• Standard business hours are 8:00 a.m. to 5:00 p.m. and/or as aligned with manager and site needs. Remote work arrangements applicable as approved by manager.
• Minimal to no travel required – less than 5% of the time.

Requirements:

• Knowledgeable in Microsoft Office applications, specifically Excel and Outlook.
• Written communication skills – Writing must be concise, organized, and clear.
• Verbal Communication skills - Convey ideas persuasively; either speaking spontaneously or in a prepared presentation.
• Data skills: Correcting, Analyzing, Comparing, Evaluating, Computing, Reporting and Coordinating, ability to organize/work with large amounts of data.
• Highly skilled with people: Helping, Communicating, Serving, Negotiating.
• Team player that relates and works well with customers and employees.
• Readily adjusts to rapid changes in technology, products, and the marketplace.
• Demonstrates business acumen.

Beneftis:

• Health Insurance
• Dental Insurance
• Flexible spending account with employer contribution
• Health savings account with employer contribution
• Life Insurance
• Pet Insurance
• Employer-paid short-term disability and long-term disability
• 401(k) matching
• Identity theft protection
• Internal Company Wellness Program with ability to earn discount off employee rate
• Paid time off (PTO) and Birthday PTO
• Employee Assistance Program
• Tuition Reimbursement
• Vision Insurance

"We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law."