Administrative Assistant -On Premise - Office Clerical (82076)

SPECS FAMILY PARTNERS LTD•Dallas, TX

3d•Onsite

About The Position

The Administrative Assistant will be responsible for a variety of tasks including managing breakroom and copy room supplies, handling new product selection samples, organizing and maintaining sample inventory, data scraping for reports, preparing conference rooms, maintaining a sample spreadsheet, assisting the accounting and sales departments with invoice inquiries, assisting guests and vendors, managing the Tastings Inbox, scheduling tastings, handling compliance reporting, working with P10 for Hopper system support, resolving issues with stores, and assisting with Hopper Tasting Administration. This role requires strong communication, problem-solving, time management, and multitasking skills, with the ability to work independently and under pressure. Proficiency in Microsoft Office and customer service experience are essential, along with at least 5 years of administrative office experience.

Requirements

Strong communications skills, able to correspond professionally by email and phone.
Proficient in problem-solving abilities and able to work independently.
Punctual, strong time management and multitasking skills, ability to complete common daily tasks unsupervised.
Calm under pressure with a strong can-do attitude.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Customer Service experience.
Must have at least 5 years of administrative office experience.

Responsibilities

Keep an inventory and send order for breakroom/copy room supplies.
Receive daily samples, place New Product Selection samples in cabinets, and properly account for and store all other samples.
Organize samples by category and throw away any expired products.
Manually add sample requests to an Excel spreadsheet.
Assist accounting department/sales representatives with locating invoices.
Assist guests and vendors when needed.
Maintain the Tastings Inbox, answering questions or directing them as needed.
Schedule Tastings as received, researching whether to schedule with P10 or Specs.
Maintain tasting schedule and work as quickly as possible as they are time sensitive.
Maintain tracking for Compliance Reporting and send notifications to agencies as needed.
Work closely with P10, answer questions, and help navigate Hopper.
Work with stores to resolve issues with scheduling/BA’s, product issues, etc.
Notify of new stores, help analyze technical issues, and assist stores with Hopper Tasting Administration as needed.
Notify and work with Empact and IT to resolve issues or request changes for Hopper.
Answer calls regarding tastings from stores, agencies, etc.
Assist with any other tasks given when needed.