Administrative Assistant

Hubbell Electric Heater Co•Stratford, CT

4d•Onsite

About The Position

Performs the necessary processing of: Order Entry, Customer Service, Invoicing, Shipping, Quoting, and general front office responsibilities.

Requirements

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively communicate and present information in one-on-one and small group situations to customers and employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute ratio and percent.
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Interpersonal Skills: Demonstrates the ability to work collaboratively with stakeholders: coworkers, clients, vendors and potential customers.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable Hubbell policies and procedures, including but not limited to the personnel policies.
Respect for the compliance requirements a manufacturing company faces, preferably gained through experience with government contracting regulations.

Nice To Haves

Cross train in Food Service, Shipping, LTL, RMA’s, Bill & Credit processing, Reception coverage, job closings, and invoicing functions.
Cross trains to provide back-up support to other administrative staff.

Responsibilities

Enter customer orders accurately into company systems.
Send customer order acknowledgements.
Create DBI invoices for advance pay customers.
Create shipping labels and shipping documentation.
Prepare documentation for international shipments.
Pack out orders as needed.
Process BTO (Build to Order) orders and coordinate with Purchasing while maintaining updated order status.
Attend production meetings and communicate order updates to customers.
Maintain and track On Hold and Advance Payment orders.
Pull orders when requested.
Answer incoming phone calls and provide customer support.
Perform filing and general office administrative duties.
Cross train in Food Service, Shipping, LTL, RMA’s, Bill & Credit processing, Reception coverage, job closings, and invoicing functions.
Handles incoming Program calls received from customers and Hubbell crews/subcontractors.
Prepares all necessary forms as applicable for the assessment, permitting, installation, replacement, or removal of equipment.
Coordinates daily schedules and activities of in-the-field installation crews and independent subcontractors.
Sets up customers in all systems required for accounts and payments, including completing and organizing all necessary customer forms, agreements, and documentation.
Contacts Program customers to verify information and schedule appointments.
Processes permits as required for program installations.
Prepares invoices, weekly activity reports, and weekly sales reports as necessary for Program activities.
Reviews, modifies, and enters customer orders for pricing, nomenclature, and ship dates as required through the Sales Order Entry process.
Routes orders to departments for jobs, shipping, invoicing, or fulfillment as required.
Prepares shipping documents such as bills of lading and labels needed for each order per the Shipping Process.
Performs the processing of RMA’s, Bill & Credit orders, shipping, and invoicing as applicable to the position.
Confers with production, technical, sales, and shipping personnel as needed.
Quotes parts and basic catalog items to customers.
Cross trains to provide back-up support to other administrative staff.
Performs all other duties as assigned.