Administrative Assistant

Description

ADMINISTRATIVE ASSISTANT

The Administrative Assistant provides administrative support for bulk plant location staff and operations. Friendly and professional answering phones, and greeting and assisting walk-in customers/visitors. Daily responsibilities include recordkeeping, data entry, filing, collecting and tracking payments, opening and distributing mail.

Direct Responsibilities Include

• Answer phones, greet visitors/customers or callers and respond to inquiries or direct them to the appropriate person(s).
• Assist customers and drivers with taking orders.
• Monitor and respond to emails.
• Enter and maintain current customer account information.
• Perform daily administrative tasks; recordkeeping, data entry, filing, and pick-up and distribute mail.
• Communicate and collaborate with other areas departments and management.
• Participate in safety meetings; track safety audits and observations and monitor employee training.
• Prepare annual customer notifications (i.e., propane regulators).
• Ensure notifications and compliance documents/postings are current (MSDS, SPCC, OSHA 300, and propane gas tests).
• Issue Employee Fuel Cards.
• Research and resolve customer account discrepancies.
• Assist manager with preparing and coordinating onsite meetings.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Monitor and order office supplies.
• Maintain a clean and organized office.
• Special projects and other duties as assigned.
  
  

Requirements

Qualifications/Preference: An individual must be able to perform or learn these essential duties satisfactorily. The list below is representative of the knowledge, skill, and/or abilities required and/or preferred.

• HS diploma or equivalent required.
• Previous admin-support experience required.
• Excellent interpersonal, verbal and written communication skills.
• Proficiency in Microsoft Office; Excel, Word and Outlook.
• Basic math and general accounting skills required.
• Strong organizational skills, attention to detail, and ability to prioritize work.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, printers and fax machines.
• Ability to work independently with minimal direction.
• Valid driver’s license and good driving record.
• Consistent and regular attendance is an essential function of this position
  
  

This job description is intended to describe the nature and level of work being performed by people assigned to this position. It is not to be construed as an exhaustive list of all responsibilities and duties required of the job incumbents.