Administrative/Data Entry Assistant

The Administrative/Data Entry Assistant plays a vital role in both the administrative and customer service functions of RLI’s (Resource Lighting Incorporated) value proposition to our factories and customers. As a key point of contact, this position collaborates with internal personnel and management to support data entry operations while also assisting with interoffice administrative tasks to maintain efficient workflow processes.

In this role, you will be responsible for accurately entering, reviewing, and transmitting orders through computerized order entry systems. Attention to detail is essential to ensure all order information aligns with customer specifications and factory requirements. Key responsibilities include verifying product availability, pricing, and terms prior to submission, coordinating with internal teams and external partners to resolve discrepancies, tracking pending orders, and ensuring timely processing. Additionally, you will maintain organized and comprehensive records of all transactions for tracking, reporting, and audit purposes.

Responsibilities

·        Transmitting orders utilizing computerized order entry systems.

·        Handling inquiries regarding shipping status, expedite requests and shipment issues.

·        Processing all acknowledgements for existing orders.

·        Filing all orders that have been processed along with their acknowledgements, invoices, RGA documents and correspondence related to the order.

·        Monitoring and distributing inquiries from the customer service mailbox and insuring responses are timely.

·        Editing the contact database; adding new contacts, keeping up with changes and backing up on a periodic basis.

·        Processing all accommodation and sample orders.

·        Ordering and returning sales samples.

·        Preparation & Distribution of Sales & Office meeting notes from meetings as required.

·        Build strong relationships with all RLI’s buying influences as well as factory personnel.

·        Exhibit an interest in gaining continuous knowledge and expertise in your position and our business.

·        Maintain a vested interest in the general business flow of RLI’s operation to better serve the sales group and our customers.

·        Assist in the coordination of product showcases, luncheons with factories, customer visits and meetings.

·        Assisting or maintaining various general office administrative activities as needed.

·        Managing the office calendar; posting meetings, events, visitors and approved personnel leave time.

·        Managing office supplies and inventory.

·        Managing kitchen/janitorial supplies and inventory.

·        Maintenance of postage machine and ensuring continual availability of postage.

·        Coordination and scheduling of factory visits, product showcases and customer events.

Qualifications

·        Warm, friendly disposition.

·        Willing to develop good professional relationships with callers; recognizing names and voices and handling callers in a cheerful, professional manner.

·        Determination to be the best in your given position or field.

·        Must be a solid, effective business resource.

·        Must possess a high level of personal ownership and initiative.

·        Must work well independently with limited or no supervision.

·        Must be able to manage conflict and have good problem solving techniques.

·        Must be able to help communicate and meet time lines while managing customer’s expectations.

·        Strong interpersonal skills.

·        Good written communication.

·        General understanding of business flow.

·        Solid understanding of RLI’s manufacturers’ ordering/support requirements, the resources that support them and the tools or processes necessary to transact.

·        Proficient with the Microsoft Office Suite of products – Word, PowerPoint, Excel and Outlook.

·        Must have good organizational skills, with the ability to multi-task.

·        Must be able to create and maintain an impeccable reputation among peers, RLI’s competitors, manufacturers and customers.

·        Maintain confidentiality of sensitive information relative to RLI’s business and that of the customers we support.