JOB SUMMARY
The Office Administrative Assistant will provide critical support to our warehouse and office team by handling a variety of administrative tasks, ensuring smooth office functioning, and assisting with customer service duties. The ideal candidate will possess excellent organizational and communication skills, a strong attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment. 

o   Answer and direct incoming phone calls, emails, and other communications.

o   Greet visitors, clients, and vendors in a professional and friendly manner.

o   Assist in scheduling appointments, meetings, and warehouse tours.

o   Order and organize office supplies and snacks, ensuring the office is fully stocked.

o   Maintain a neat and inviting office environment by assisting with office decor and regular updates.

Data Entry and Recordkeeping:

o   Maintain and update internal databases, ensuring accuracy of records and inventory logs.

o   Enter shipping and receiving information into the system, generating reports as needed.

o   Assist in the preparation of invoices, purchase orders, and delivery documentation.

o   Process billing, credit memos, and manage inventory adjustments when necessary.

Billing & Credit Processing:

o   Scan and upload billing and credit memos for accurate record-keeping.

o   Process customer credits and maintain proper documentation for returns, adjustments, and refunds.

o   Assist with general billing inquiries and follow up with clients on payment status as needed.

Communication & Coordination:

o   Provide excellent customer service to clients over the phone and via email.

o   Coordinate with the warehouse team to track and expedite orders.

o   Liaise between warehouse operations and management to ensure smooth workflow and efficient task completion.

o   Ensure timely and accurate communication of any delays, issues, or special instructions.

Technology & Software Administration:

o   Manage Yodeck administration (e.g., updating digital signage content, scheduling).

o   Support the use of EZ Text for internal and external communications as needed.

o   Assist with other software systems or tools as required for day-to-day office tasks.

o   Administer and process expense reports for corporate credit card transactions, ensuring receipts and expenses are documented accurately.

Event Planning & Committee Participation:

o   Plan, organize, and assist in the coordination of company events, including team-building activities, holiday parties, and community outreach events.

o   Participate in internal committees for company events, initiatives, and projects, contributing ideas and assisting with event execution.

o   Handle logistics for events, including venue coordination, catering, and supplies, while ensuring all details are executed smoothly.

General Office Maintenance:

o   Perform light office cleaning duties, ensuring the office environment remains neat and organized.

o   Assist with scheduling routine maintenance or repairs for office equipment and supplies.

 

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.