Administrative Support

NativeSeed Group•Denver, CO

2d•Onsite

About The Position

The Administrative Support is the first line of communication and presentation for the company. This person will provide the first impression an outside contact has for the company as a whole. The Administrative Support is also a crucial part of the Order Processing completion process and payment processing activities.

Requirements

Highly organized
Ability to foresee and preempt problems
Strong attention to detail and highly accurate
Excellent verbal and written communication skills
Ability to manage and prioritize multiple assignments at one time
Active listening skills paired with critical thinking skills
Ability to self-start and work independently while also contributing as an effective team member
Ability to diplomatically interact with all personnel within and out of our organization
Ability to respond to quick turn-around requests
Experience with Microsoft Outlook, Microsoft Excel, Microsoft Word
Administrative experience providing support to office staff

Nice To Haves

Knowledge of Sharepoint a plus

Responsibilities

Answer all incoming calls
Transfer to the appropriate sales rep
Receive incoming faxes and send to appropriate party
Help customers by phone and walk in and making sure to do everything possible to make their transactions process as smooth as possible
Greet the customer and collect as much information in order to transfer them to the correct salesman, and ending with collecting their payments and thanking them for coming in.
Enter in UPS charges and customer freight charges
Save invoice in customer folder
Scan UPS charges in customer folder
Call to get freight charges
Use spreadsheet to divide charges if needed
Enter in charges and customer freight charges
Save invoice in customer folder
Scan BOL into customer folder
Mark shipped the day it was picked up
Save invoice in customer folder
Scan signed packing slip into customer folder
Make sure everything looks correct in the order before printing
Print the packing slip, warehouse copies, tags and/or mix tags
Get shipping quotes if needed
Create certs/T168s if needed
Process credit cards – SeedOps, SeedNet or manually
Save the receipt in customer folder
Save in the customer folders
Make Bill of Ladings for LTL shipments
Create in a PDF
Print and attached to packing slips
Bookkeeping spreadsheet in SeedOps, SeedNet
Enter necessary data in the spreadsheet
Save to appropriate accounting folder with the credit card receipts
Create an excel spreadsheet of the incoming checks
Customer, check # and amounts
Scan all of the summary sheet and checks > save to AR folder
Save checks to customer folders
Send check deposit to Office Manager
Scan deposit sheets in with the scanned checks
Scan incoming invoices into AP folder
AP folder to be filed
Confirm counts are correct
Receive the material in SeedOps, SeedNet
Enter in tests if needed
Request tests from Vendors if needed
Send crop tests out to the warehouse that the sales reps have requested
Always check the quantity of the seed vs cost vs if CO needs a germ
Enter in test information in SeedOps, SeedNet when results come in
Save tests to the cloud
Gather materials
Write a handwritten note on a post card
Respond to incoming emails
Data entry of seed counts
Help keep track of supplies and inform Manager when we get low
Support Warehouse Manager and staff in daily warehouse operations
Take on special projects as assigned by General Manager or other Management