Administrative Assistant -On Premise - Office Clerical (82076)

Specs Family Partners•Dallas, TX

19h•Onsite

About The Position

This role involves managing office supplies, organizing and storing product samples, performing data entry and scraping, maintaining conference rooms, assisting with accounting and sales tasks, managing tasting schedules and compliance reporting, and providing support for the Hopper tasting administration system. The position requires strong communication, problem-solving, and organizational skills, with proficiency in Microsoft Office and customer service experience.

Requirements

Strong communication 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.
At least 5 years of administrative office experience.

Responsibilities

Keep an inventory of breakroom/copy room supplies and send orders to Jessica Parks once a month for Staples.
Receive and process new product selection samples, placing them in designated cabinets and accounting for all other samples.
Organize samples by category and discard expired products.
Perform data scraping for reports.
Ensure conference rooms (Tequila 1 and 2) are set and ready for meetings with necessary supplies.
Maintain cleanliness in the classroom and break room.
Manually add sample requests to the Excel spreadsheet.
Assist the accounting department and sales representatives with locating invoices.
Assist guests and vendors as needed.
Maintain the Tastings Inbox throughout the day, answering questions or directing them appropriately.
Schedule tastings, researching whether to schedule with P10 or Specs, and manage scheduling efficiently due to time sensitivity.
Maintain tracking for compliance reporting and send notifications to agencies as needed.
Collaborate with P10, answer questions, and assist with navigating Hopper.
Work with stores to resolve issues related to scheduling, brand ambassadors, and product problems.
Manage Hopper Tasting Administration, including notifying of new stores, analyzing technical issues, and assisting stores.
Notify and work with Empact and IT to resolve issues or request changes for Hopper.
Answer calls regarding tastings from stores and agencies.
Assist with any other tasks as assigned.