Administrative Assistant Job Pittsburgh area,Pennsylvania USA,Administrative/Clerical

Summary

We are seeking a customer service-oriented Receptionist / Administrative Assistant to serve as Rudd’s first point of contact for the branch location for customers as well as visitors. This individual will multi-task a variety of front desk reception and clerical duties in addition to providing sales administrative support to the Equipment Department. This position requires in office presence and the essential functions cannot be performed remotely.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

Greet and welcome on-site visitors, determine nature of business, and notify appropriate personnel upon visitor arrival.

Answer incoming telephone calls, determine purpose of callers, and route calls to appropriate personnel or department.

Take and deliver messages and/or transfer calls to voicemail when appropriate personnel are unavailable.

Assist with receiving, sorting, and distributing mail when needed.

Sign for front desk deliveries, including packages, certified and registered mail. Notify appropriate personnel or department of their delivery.

Prepare outgoing mail daily for courier pickup which may include stuffing letters, ensuring address is easily viewable to couriers for delivery, address envelopes and apply postage.

Prepare documents related to equipment sales.

Type various letters, quotes for repairs, correspondence, and memos.

Clarifying description of problem.

Code, process PO, receive and reconcile invoices.

Maintain accurate Equipment Shipping and Receiving records.

File.

Work in concert with the Sales Assistant to provide required administrative support to the Equipment Department.

Invoice mailout preparation.

Perform other duties as assigned.

Education and/or Experience

High School diploma or equivalent required

Some college is a plus

Previous administrative/clerical experience preferred.

Communication Skills

Must have excellent communication skills (written and verbal) and great interpersonal skills.

Ability to get along with diverse personalities in a tactful, mature, and flexible manner.

Computer Skills

Must have computer and data entry skills.

Experience with Microsoft Windows, Word, and Excel.

Previous experience utilizing Infor is a plus.

Physical Demands

While performing the duties of this Job, the personnel must have sufficient physical ability and mobility to work in an office setting to perform office administrative work including filing. While this is primarily a sedentary role, personnel in this position have the flexibility to stand, stretch and/or walk as needed to break up extended periods of sitting. The personnel will routinely be required to talk or hear, both in person and by telephone;

use hands repetitively to handle, feel or operate standard office equipment (keyboard, mouse, computer, printer, fax machine, telephone, postage machine); reach with hands and arms; required to stand; walk and stoop, kneel, crouch, and bend. Personnel will frequently lift and/or move/push/pull up to 10 pounds and occasionally lift and/or push/pull/move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Work Environment

This job operates in a professional office environment and sits at the front desk. This role routinely uses standard office equipment such as computer, phone, photocopier, filing cabinets and fax machines. May also use postage machine depending on branch.

Position Type and…