Administrative Assistant

Administrative Assistant

IRON YELLOW LLC Odessa, Texas, United States

Reports to:

Service Manager

This position provides front-line reception, customer service, and administrative support for the Service Department. Responsibilities may evolve as the position develops, and the applicant must be adaptable to changes in duties and workload.

• Answer all incoming telephone calls promptly and be able to filter and transfer calls as needed to the appropriate employee or department.
• Deliver accurate, timely messages to unavailable staff
• Treat every caller with the appropriate attitude and address their needs immediately and satisfactorily

• Assist other departments with Service Department-related requests as assigned
• Maintain strict confidentiality regarding any employee or customer information encountered while assisting other departments; discretion is required at all times

• Assist with routine handling of purchase documents and maintenance of the established purchasing system for the Service Department
• Act as purchasing agent for Service Department office and shop supplies
• Promptly complete monthly expense reports for department purchases
• Maintain required records and help monitor purchasing system compliance among Service Department personnel

• Assist with Service Department operations as skill level and time allow, to ensure quick, effective turnaround on all tasks — including answering phones, running errands, data entry, faxing, copying, and filling in on other tasks as needed
• Follow all established company policies and procedures

Job Requirements

• Exercise sound judgment and reasoning in resolving problems involving customers, vendors, other personnel, or the company
• Respect and maintain the confidentiality of customer, company, and personnel information at all times
• Seek guidance and direction from the Service Manager when appropriate

• Work well with Service Department staff, other departments, management, customers, and vendors

• Recognize and manage competing priorities
• Practice effective time management to complete duties punctually and stay organized
• Prepare and route all required reports, documents, and forms promptly

• Perform duties independently with minimal supervision
• Recognize and complete necessary tasks even when not directly assigned
• Remain flexible and receptive to changes in job responsibilities as the position develops
• Perform other duties as assigned

• Report to work on time; avoid leaving early or extending breaks
• Willingly accept assignments and do what's needed to get the job done
• Take ownership of results
• Maintain a professional appearance appropriate to the role