Administrative Associate

About the role

The Administrative Counter Support Associate plays a key role in supporting Southern Ice Equipment, a Baker Distributing Company, by providing administrative, technical, and customer support across our foodservice equipment product lines. This position blends counter service with inside-sales administrative functions, focusing on accurate order processing, documentation, inventory coordination, and customer communication. The goal of this role is to deliver exceptional customer service in a structured, sales-support environment while ensuring smooth operational workflow across key product categories.

Responsibilities

• Serve as an administrative support representative for Southern Ice Equipment, ensuring efficient counter operations and accurate documentation.
• Provide internal and external stakeholders with product information, pricing details, order status updates, and logistical support.
• Process customer orders, returns, quotes, submittals, and warranty documentation with accuracy and adherence to company procedures.
• Maintain organized records, files, and system entries related to sales transactions, inventory, and customer accounts.
• Support inventory management activities, including stock verification, restocking, cycle counts, and updating system quantities.
• Aid in showroom organization, product labeling, merchandising, and maintaining a clean, orderly workspace.
• Research foodservice equipment and parts using internal systems, catalogs, vendor resources, and technical documentation.
• Cook with vendors on pricing, product availability, order tracking, and delivery timelines.
• Support house accounts and collaborate with outside sales teams to ensure smooth communication and follow-through.
• Handle incoming calls, emails, and walk-in inquiries, ensuring timely responses and clear, professional communication.
• Assist in resolving customer concerns by documenting issues, coordinating with appropriate departments, and ensuring follow-up.
• Support shipping and receiving processes by preparing paperwork, verifying product information, and coordinating logistics.
• Apply suggestive selling techniques when appropriate, focusing on product knowledge and customer needs.
• Adhere to all company safety protocols, PPE requirements, and operational procedures.
• Report safety concerns, participate in training, and help maintain a safe and organized work environment.
• Perform additional administrative or operational duties as assigned.

Requirements

• A high school diploma or GED required; equivalent education or experience may be considered.
• Experience with HVAC or foodservice equipment (ice machines, beverage systems, refrigeration, filtration) preferred.
• A background in administrative support, sales support, operations, purchasing, or inventory management preferred.
• Strong interpersonal skills with an emphasis on customer service, communication, and relationship building.
• Ability to manage multiple tasks in a fast-paced environment.
• Interest in continuous learning and professional development.
• Mechanical or technical aptitude preferred.
• Proficiency in Microsoft Office and similar productivity tools.
• A valid driver's license required only if driving is an essential job function.

Qualifications

• Strong customer service and interpersonal communication abilities.
• Effective written and verbal communication skills.
• Strong analytical and data-interpretation skills.
• Creative and effective problem-solving abilities.
• Ability to work independently and collaboratively.
• Demonstrated initiative in improving processes and service quality.

Skills

• Customer service
• Order processing
• Inventory coordination
• Documentation
• Office administration
• Product research
• Vendor coordination
• Customer communication
• Problem solving
• Independent work
• Continuous learning

Benefits

N/A

Pay

N/A

Schedule

N/A