Lead - Administrative Assistant

Les Schwab•Prineville, OR

About The Position

This position supports the daily operations of the Production Center Office by coordinating administrative functions, billing, inventory tracking, and store support for retreading and powder coating operations. It provides day-to-day leadership, training, and guidance to Office Assistants while ensuring accurate billing, efficient workflow, and timely resolution of store inquiries. The position works closely with management to maintain operational efficiency, accuracy, and customer service across supported locations. The role includes overseeing and assigning Office Assistant work, training and monitoring employees, supporting stores with orders, inventory, pricing, and technical questions, and handling billing and accounting tasks. It also monitors production tracking and aging reports, assists with general office duties, and maintains a safe and organized work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job description is not all inclusive and may change; additional duties may be assigned. Employment is at will.

Requirements

At least 5 years of prior office or administrative experience.
Knowledge of all production center operations.
Advanced phone skills for working with a multi-line phone system.
Intermediate computer skills.
Ability to communicate clearly and politely verbally and in writing, accurately record information on work orders and forms, and listen carefully by asking appropriate questions and avoiding interruptions.
Ability to handle proprietary information confidently, effectively, and discreetly.
Excellent phone and people skills to support customer inquiries.
Self-motivated and able to work with minimal supervision.
Ability to multitask and shift between tasks or information sources without difficulty.
Ability to prioritize assignments, pay attention to detail, and manage time effectively.
Ability to work cooperatively and maintain rapport with coworkers, support others, share information, and fulfill team responsibilities.
Ability to remain stationary at least 75% of the time.
Ability to type and use a phone, and perform writing and office-equipment tasks requiring manual dexterity and fine motor skills.
Ability to file, lift files, open filing cabinets, and bend or stand as necessary.
Ability to talk and hear regularly.
Close vision, distance vision, color vision, and ability to adjust focus.

Responsibilities

Support management in overseeing, directing, and delegating work performed by Office Assistants; assist with workload planning and assignment of responsibilities, adjust assignments as needed, train and monitor work, and provide performance feedback and recommendations.
Sell AJ Casings by taking orders, checking inventory availability, and arranging shipments to stores.
Ensure AJ purchase orders contain the correct size and tread design.
Assist stores with drop ships and vias, investigate missing retreads and powder coat items, provide information about pricing, applications, and technical retreading issues, and help identify pricing and correct SKU numbers.
Run daily billing for Prineville truck, giant tire, and powder coating operations; handle billing for Spokane and Rupert More Mile shops.
Issue credits for stock casings, assist stores with adjustments and casing credits, and maintain and reconcile petty cash monthly.
Monitor the production tracking system daily to ensure products at all locations move through the system properly.
Work with stores to determine how casings that do not meet AJ criteria should be handled, including whether they should be recapped.
Photograph rejected Circle P casings and communicate with stores that are not receiving credit.
Review the aging report and ensure tires are billed correctly or deleted as needed.
Assist management with regular Production Office duties, including computer work, data entry, copying, faxing, scanning, and emailing.
Assist management with assigned tasks such as scheduling meetings, maintaining company calendars, photocopying, and special projects.
Maintain a safe working environment by monitoring hazards and unsafe procedures or conditions, reporting safety issues, participating in or attending safety meetings, and following company policies and hazardous energy and materials procedures.