ICI - Management Assistant

Posted 4 days ago

This position provides management and administrative support to the Sales Manager and Leadership Team while serving as a key resource for customer service and showroom operations. Tasks should be prioritized based on direction from the Sales Manager. The Management Assistant coordinates assigned projects and activities, conducts research and prepares information to support management decision-making, assists with process improvement and implementation, and provides cross-departmental coordination and follow-through.

The position also supports the Sales team and ICI customers through responsive customer service, administrative coordination, and effective showroom operations.

• Assist the Sales team in ensuring customer needs are met in the showroom, including clarifying information, resolving routine issues, documenting findings, conducting requested research, and preparing clear customer responses under Sales team direction.
• Maintain the showroom in a clean, organized, and customer-ready condition, including showroom inventory and displays and resetting the Boardroom after meetings.
• Perform support for the Sales Manager and Leadership Team as assigned, including calendar and meeting coordination, travel arrangements, expense reports, supply ordering, and preparation or compilation of materials, data, and reports.
• Collect, update, and provide monthly mileage information for Sales team vehicles.
• Support and coordinate Global Shop operational processes, including transmittals, packing lists, showroom receiving, inventory management, and bin movements, progressively assuming independent responsibility for assigned functions.
• Collect information needed by the Sales team for RMAs involving rework or warranty issues and process customer orders as requested by the Sales Manager.
• Check the mail daily after the scheduled delivery time, log all checks received that day, and promptly turn them over to Finance/Accounts Payable for processing.
• Monitor the CI-Sales inbox throughout the day and promptly route all incoming emails and customer inquiries to the appropriate sales representative for follow-up.
• Serve as the point of contact for Internal Sales Orders, verifying each request qualifies, assigning it to the correct department, and routing it to the Sales Manager for review and approval before processing.
• Work with ICI’s internal IT personnel as a secondary website administrator, helping keep product information and images current while also supporting the direct supervisor with day-to-day marketing activities as needed.
• Perform additional duties and special assignments appropriate to the Management Assistant classification as assigned by the direct supervisor or Leadership Team, including but not limited to:
• administrative coordination,
• research,

• Coordinate and oversee assigned special projects and cross-departmental initiatives, including timelines, communication, progress tracking, issue resolution, and follow-through to completion.
• Research and analyze operational, customer service, sales, and administrative matters; compile information, identify trends or concerns, and provide findings and recommendations to management.
• Support the development, implementation, and review of procedures and processes, applying applicable ICI and State policies and identifying opportunities to improve efficiency, consistency, and service.
• Prepare reports, summaries, correspondence, and other management information to support operational oversight and management decision-making.

Maintain confidentiality and professionalism when handling sensitive business data, customer and personnel information, and cross-team communications, ensuring information is shared appropriately and only with those who have a business need to know.

This position is showroom-focused and serves as a primary representation of ICI to customers, partners, vendors, and visitors. Consistent attendance, responsiveness, respectful communication, and maintaining a welcoming, customer-ready environment are essential expectations of the role. Attendance at the showroom is required Monday through Friday from 8:00 a.m. to 4:00 p.m., with a working lunch, unless otherwise approved by the direct supervisor.

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