Office Services Clerk, National

West Music Company•Coralville, IA

About The Position

This role provides project and administrative support to the National Business Unit by completing operational and content-based projects. The Office Services Clerk will be responsible for conducting research, handling information requests, and performing clerical functions such as distributing customer service emails, processing physical mail, and scanning/filing physical orders. Expected to manage multiple projects in various phases of development to meet or exceed established goals including quality, speed, and accuracy. Essential Duties and responsibilities include but are not limited to the following: Monitor, distribute, and maintain the primary service inbox for the company Know where and how to distribute various customer service tickets throughout the company Be able to answer very basic questions to assist with helping the customer in a timely manner Notify employees/supervisors if tickets go unanswered within the given timeframe Process all rebate forms received for West Music’s summer rebate programs Process all forms received Ensure all forms submitted qualify Generate and mail out the rebate gift cards within the timeframe mentioned in the promotion Filing/Scanning completed physical purchase orders Make sure paper purchase orders are filed away properly every day At the end of each year, scan the year’s purchase orders into the share drive for future reference. Mail pickup and processing Retrieve the mail each day from the mail slot down in accounting Process any purchase orders that come in and stamp them as received Distribute any quotes received to the appropriate team member Get any remaining mail to the correct department/individual Other duties/projects as assigned

Requirements

1 to 2 years administrative experience
Proficient in Microsoft Office Suite including Excel and Word
Service Focus – demonstrates a personal commitment to delivering high quality, professional, responsive service to customers and co-workers
Communication – shares and receives information using clear oral, written, and interpersonal skills. Demonstrates active listening with co-workers and customers to achieve results.
Team Player/Collaborative – collaborates with fellow associates to achieve West Music goals. Recognizes and shows respect for the strengths and contributions of others with the ability to develop effective working relationships with co-workers.
Results oriented – a "can-do" attitude with a desire to take on an increasing level of responsibility and a drive to meet project deadlines.
Adaptable – thrives in a fast-paced environment; responds positively to evolving priorities or work assignments; open to feedback.

Nice To Haves

Involvement or degree in music a plus but not required
Experience in successfully managing large projects.

Responsibilities

Monitor, distribute, and maintain the primary service inbox for the company
Know where and how to distribute various customer service tickets throughout the company
Be able to answer very basic questions to assist with helping the customer in a timely manner
Notify employees/supervisors if tickets go unanswered within the given timeframe
Process all rebate forms received for West Music’s summer rebate programs
Process all forms received
Ensure all forms submitted qualify
Generate and mail out the rebate gift cards within the timeframe mentioned in the promotion
Filing/Scanning completed physical purchase orders
Make sure paper purchase orders are filed away properly every day
At the end of each year, scan the year’s purchase orders into the share drive for future reference.
Mail pickup and processing
Retrieve the mail each day from the mail slot down in accounting
Process any purchase orders that come in and stamp them as received
Distribute any quotes received to the appropriate team member
Get any remaining mail to the correct department/individual
Other duties/projects as assigned