Front Desk/Administrative Assistant

• Medical, dental and vision insurances
• paid vacation and company holiday time
• 401k with employer match and immediate vesting
• Employee training programs, tuition assistance and career growth opportunities

EOE AA M/F/H/V

Summary: Greets visitors to the facility and operates a multi-line telephone system to answer incoming calls and directs callers to appropriate personnel and performs various administrative tasks by performing the following duties:

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Reception & Visitor Management: Manage visitor reception, including greeting, determining purpose, check-in, announcements, welcome sign updates, and access control.
• Phone & Communication: Handle incoming calls, provide information, forward calls, manage voicemail, and deliver messages.
• Order Processing & Entry: Ensure order completeness; enter Parts, OEM, & Service Orders; update tracking sheets and systems.
• Order Maintenance & Shipping: Process order changes, enter new parts, update order details (pricing, lead times, shipping), and manage shipping instructions/documentation.
• International Orders: Update HTS Database, notify relevant departments, and manage international shipping.
• Financial Processing: Process credit card orders and manage tax rates for new orders.
• Reporting & Documentation: Generate daily/monthly/weekly reports (e.g., end-of-day, sales, PrePay, overdue).
• Systems & Data Management: Maintain phone lists, update Salesforce data, and manage pricing/tax updates in relevant systems.
• HR & Administrative Support: Assist HR with new hire setup, manage employee badges/records, and handle employee communications.
• Event & Meeting Coordination: Assist with organizing events, and order/arrange catering and lunches for meetings.
• **Lobby & Office Maintenance: Maintain lobby appearance and manage/order office supplies.
• **Travel & Expenses: Book employee travel and process/approve manager expenses.
• Mail Handling: Receive, sort, and distribute mail.
• Accounting Support: Provide backup for new customer setups and invoice processing.
• Problem Resolution: Address and resolve order, accounting, and shipping inquiries/issues.
• Billing Support: Complete service billings for the aftermarket department.
• File Management: Manage order files, including comparisons and routing to accounting.
• End-of-Day Procedures: Send daily messages and prepare files for the next day.
• Annual/Bi-Annual Updates: Perform annual/bi-annual system updates (pricing, HTS codes, tax rates).
• Special Projects: Handle assigned special projects.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Six to twelve months related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: Manufacturing Software (BPCS), Accounting software and MS Office.

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.