ADMINISTRATIVE ASSISTANT

Description

TITLE: Administrative Assistant / Receptionist

FLSA Classification: Non-Exempt 

Department: Administration

Reports to: Office Manager

Essential Duties and Responsibilities:

• Assist in answering phones.
• Contact customers for orders and follow up with those that don’t place order on initial phone call. (Review receivables in AM with Office Manager prior to calling customers for orders. This will assist with collecting on any open or unpaid balances prior to calling for an order.)
• Process daily invoices (processed no later than 12:30 pm).
• Process bill of ladings for daily deliveries and race events.
• Process credit card transactions.
• Enter account receivables into MAS.
• Log in all checks, including COD checks and received by mail.
• Set up all new accounts in Citrix. Create new customer files and folders.
• Schedule daily delivery routes marking routes on wall map.
• Coordinate with Office Manager on add on orders received after noon.
• Create load sheets for drivers (processed no later than 12:30 pm).
• Upon creating driver load sheets, confirm with warehouse on any back orders or quantity changes prior to invoicing. 
• Communicate with customers regarding adjustment made to original order.
• Maintains customer listing information, keep information and special request current and up-to-date.
• Keep inter-company correspondence up to date (Birthday cards, congratulations notes, sympathy etc.) 
• Will be required to perform other duties as requested, directed or assigned.

Supervisory Responsibilities: NONE

Requirements

Job Knowledge, Skills, and Abilities:

• Work requires a broad knowledge of business. 
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment and a variety of computer software applications in word processing, spreadsheets, database and accounting. 
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. 
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. 

Education and Experience:

• A High School Diploma or GED is required and 2 years of related experience.

Physical Demands:

• Required to lift up to 25 lbs.
• Regularly required to sit, stand, bend, reach, and move about the office/facility.
• May be subject to sitting or standing for long periods of time to perform job scope.

Work Environment:

• Location of position: Murrieta CA Office
• Exposed to shop elements such as noise, dust, odors, fumes, and oils.
• Job will generally be performed in an office environment; however, work in the warehouse is necessary for the job function and will be expected to spend time in the warehouse.  
• Background checks and drug tests required 
• Extended hours may be required.  
• May be required to work hours other than the regular schedule

These statements are intended to describe the general nature and level of work to be performed and are not intended to be an all-inclusive list of responsibilities and duties.

EEO Statement

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or protected veteran status.

Salary : $18 - $20