Administrative Assistant

Odom•Fairbanks, AK

3d•Onsite

About The Position

Provides direct customer service and supports sales and delivery staff through timely and accurate order processing. This role involves monitoring orders, verifying accuracy, processing sales orders, handling pricing adjustments, managing samples and donations, and ensuring orders are systemized for transport planning. The position also supports sales, customer, and operations staff with various inquiries and tasks, including invoice research and tracking. The Administrative Assistant will also back up other administrative functions as needed.

Requirements

High school diploma or equivalent.
Six months to one year of related experience and/or training with customer service and cash handling.
Adept with required computer applications – Excel, Word, Outlook and various industry specific systems.
Ability to coordinate knowledge of proprietary systems with computer programs to increase efficiency and productivity.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write business correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Accountability - Ability to accept responsibility and account for his/her actions.
Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
Organized - Possessing the trait of being organized or following a systematic method of performing a task.
Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

Responsibilities

Monitor orders and verify accuracy, communicating pricing errors.
Review orders, void and re-enter as appropriate according to cut-off assignments.
Process sales orders and product purchase confirmations.
Combine orders if applicable.
Input pricing adjustments as instructed and approved.
Process samples and donations.
Ensure orders are processed through the system for Transport Planning on schedule.
Support Sales staff with item look-ups, price adjustments, and inventory queries.
Support Customers by completing orders, communicating issues, and performing invoice research.
Support Operations staff by ensuring timely order delivery to the warehouse and processing “not on Truck” issues.
Track invoice receipt and ensure return of all printed invoices.
Back up other administrative functions as needed.