Administrative Assistant

About the role

The Administrative Assistant provides clerical support to ensure efficient operation of the office by working collaboratively with management and peers on various tasks and projects while following Alliance Laundry Systems quality standards, policies, and procedures.

Responsibilities

• Answer phone calls and email inquiries from customers in a timely manner with a high sense of urgency while delivering excellent customer service.
• Connect with team leaders to plan and accomplish office deadlines and operational goals.
• Provide front-desk coverage by managing a busy, multiline phone system, greeting guests, managing incoming/outgoing mail and office shipments, and maintaining an organized, clean office environment.
• Act as a customer support expert by answering phone calls and email correspondence, communicating with clients to answer inquiries, and connecting with internal teams to confirm and communicate status updates.
• Partner with team leaders in preparing and following up with customer orders, quotes, invoices, and requests.
• Provide administrative and operational assistance by entering customer information into logging systems such as SAP, setting up vendor profiles, and filing customer/vendor records.
• Assist with bookkeeping tasks such as processing customer payments and communicating with corporate regarding local A/R and A/P inquiries.
• Forward potential leads and information to sales representatives according to the territory map.
• Assist with general projects and ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.
• Participate in process improvement initiatives as a cross-functional team member to maintain efficient department operations and communicate top-level escalations to team leaders.

Requirements

• High School diploma or equivalent required.
• 2+ years of related work experience in a Customer Service, Administrative, or Office Management background preferred. An equivalent combination of education, training, and experience will be considered.
• Experience in telephone and email/ticketing system-based customer support preferred.
• Proficient computer skills including Microsoft Office Suite (Outlook, Word, Excel, Teams).

Skills

• Knowledge of office management systems and procedures with the capacity to make independent decisions daily.
• Solid organizational skills and detail-oriented; ability to self-manage workload and multiple projects simultaneously while meeting deadlines.
• Excellent written, verbal, and interpersonal communication skills; ability to communicate effectively and professionally across all levels of the organization while maintaining a positive and enthusiastic demeanor.
• Strong work ethic; self-starter demonstrating a proactive approach, self-initiative, and tenacity.
• Resilient; able to confidently navigate ambiguity and change.

Physical Requirements

• Position involves sitting for long periods, standing, manual dexterity, stooping, and bending.
• Requires the ability to lift, carry, push, and pull up to 25 lbs. frequently. For greater weight items, assistive devices will be provided.
• Regularly required to talk and hear; use hands to manipulate objects or controls.
• Frequent and continuous computer-based work requiring periods of sitting, close vision, and the ability to adjust focus.

Core Values

Alliance Team Members Demonstrate DRIVE:

• Dedicated: Follows through on commitments. Strong say/do.
• Respectful: Acts with integrity and values diverse perspectives.
• Innovative: Always looking for a better way; leads change.
• Versatile: Adapts quickly to changing circumstances. Demonstrates agility.
• Engaged: Acts like an owner. Wants to create and grow a business tightly aligned with market needs.