What are the responsibilities and job description for the Administrative Assistant position at Whitlam Group?
MINIMUM REQUIREMENTS:
A. KNOWLEDGE AND ABILITIES
1. Full understanding and compliance with al departmental and pertinent company policies, procedures and instructions.
2. Self-motivated with the ability to multi task in a fast paced environment.
3. Strong communication skills – Verbal, written and interpersonal.
4. Outstanding organization skills
5. Ability to work with minimal direction.
B. EDUCATION AND TRAINING
1.
High school diploma or equivalent.
2.
Office experience preferred.
3.
Proficient typing skills.
4.
Word Processing
JOB DESCRIPTION:
Support team members by filtering incoming phone calls to the appropriate person. Maintain a professional appearance to all visitors and customers. Assist Sales Teams, Account Managers and Account Executives as required. Portray the Whitlam Group vision and values on customer satisfaction providing a friendly, welcoming, and efficient service to all visitors.
A.
DUTIES AND FUNCTIONAL RESPONSIBILITIES:
ESSENTIAL FUNCTIONS
1. Maintain adequate stock of general office supplies, toner for copiers and order as needed via purchasing.
2. Direct all requests for employment verification to HR department.
3. Assist sales team with work instructions, SOP’s and other duties.
4. Assist with filing sales documents physically and electronically.
5. Process customer PO’s, order entry and enter forecast data as assigned.
6. Maintain shared drive for sales folder as required for multiple spreadsheets and documents.
FOLLOW OPEN & CLOSE PROCEDURES:
7. Daily (unlocking / locking front door).
8. Check voicemail / emails.
9. Log into swiped visitor sign in iPad.
10. Turn on television(s), computer and camera monitors.
11. Ensure sign-in procedures are completed and notify the staff members whom they are visiting of their arrival.
TELEPHONE & OPERATION DUTIES:
12. Excellent verbal and written communication.
13. Ability to answer multi line phone system.
14. Direct callers to the appropriate employee’s extension or voicemail/cell when necessary.
15. Screen callers as directed for all administrative personnel, managers and supervisors to avoid scam calls.
16. Maintain a current list of known scammers.
17. Proficient in computer skills: Internet, Excel, Work Processing and Outlook.
18. Ability to learn and use department specific software and to learn new programs as they become available.
19. Process incoming faxes and mail correspondence.
ACCOUNT SUPPORT ASSISTANCE:
20. ASN: (Different days – all week long) Assisting Account Support Coordinators with Advanced Shipping Notices.
21. Seals Leads: Update lead tracker as leads come in via telephone and web.
22. Release forecasts: Support sales team with input of forecast releases.
23. Inactive items, Print job tickets, locate FG# for inactive items – As needed (order processing)
24. Radius Inquiries – Answer customer inquiries regarding information
