Assistant to Vice President of Operations

Job Description

We are seeking an Administrative Assistant to the VP of Operations. We have a small company environment and require a commitment to work, a great attitude, personal interaction and extreme attention to detail. We offer regular hours with no overtime required, Monday - Friday. You will handle general office duties including but not limited to data entry, compiling data, running reports, customer transactions, along with interaction with our sales staff.

• High school education or GED
• Possess and have ability to apply basic business knowledge of principles, practices, and procedures
• Proficient written and verbal communication skills with an emphasis on confidentiality, tact, and diplomacy
• Proficient organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously
• Intermediate proficiency and experience using Microsoft Office package (Excel, Access, PowerPoint, Word)

• Answering company phones after automated overflow
• Data Entry
• Creating new customer accounts
• Update customer ship to information on accounts
• Organizing and uploading detailed certificates and documents for Quality Assurance
• New Vendor set up, including Trade References for new account setup
• Keep accurate records in accordance with company standards
• Perform other computer/office tasks, including filing & mailing, ordering supplies
• Weekly Customer A/R Collections / monthly Customer statements
• Scheduling appointments effectively and efficiently
• Deliver excellent customer service to all customers and visitors, ensuring their inquiries are addressed promptly.
• Manage email correspondence and ensure all communications are answered in a timely manner, as well as effective branch office communication.

• 2 years previous experience in office administration
• Experience in data entry and computer skills, INxSQL knowledge helpful, but not required
• Strong attention to detail is a must
• Familiarity with a paperless system