Administrative Support Specialist - Prairieland FS - Auburn, IL

About the role

The Administrative Support Specialist provides customer service, marketing, and administrative support to the location manager and other personnel, ensuring efficient office operations by managing communications, scheduling meetings, maintaining office supplies, and assisting with various administrative tasks. This role requires excellent organizational skills, attention to detail, and the ability to work in a fast-paced environment.

Responsibilities

• Processes and records payments on accounts, prepares and reconciles daily deposits with the sales report, and ensures deposits are credited to the company's bank account daily.
• Records billing transactions in accounting systems and ensures accuracy and consistency in billing processes.
• Gathers purchase orders, sales tickets, delivery tickets, load-out documents, and charge slips to compile data and generate invoices using computer-based programs and software.
• Enters and updates information in databases, spreadsheets, and other systems.
• Ensures accurate pricing, maintains current price lists, and keeps precise records and documentation as required.
• Manages and tracks inventory by organizing physical counts, reconciling discrepancies, reviewing shipping documents and bills of lading to verify products received, returned, or transferred, and recording all product movements and transactions.
• Assists with the distribution of monthly customer statements.
• Provides general administrative support to team members, including copying, scanning, and mailing documents.
• Assists with preparing for meetings as needed.
• Ensures compliance with company policies and procedures.
• Demonstrates strong attention to detail, efficiently prioritizes daily tasks, and utilizes organizational skills to manage constantly evolving demands.
• Manages office operations, including maintaining supplies, coordinating with vendors, and ensuring the office environment is well-maintained.
• Answers and directs phone calls, responds to emails, and professionally greets visitors. Acts as the point of contact for internal and external communications.
• Prepares, edits, and formats documents, reports, and presentations. Maintains electronic and paper filing systems.
• Follows GROWMARK's Code of Conduct and Corporate Compliance Program, Environmental Health and Safety, OSHA, and DOT policies and procedures as they apply.
• Responsible for maintaining company equipment according to company standards.
• Complies with the uniform policy and upholds a professional appearance.
• Performs all other duties as assigned.

Requirements

• A high school diploma or equivalent is required. An associate's or bachelor's degree in business administration or a related field is preferred.
• Proven experience in an administrative or support role, preferably within the agricultural sector.
• Familiarity with agronomic practices, terminology, and industry standards is a plus.
• Proficiency in MS Office Suite (Word, Excel, and PowerPoint).
• Must have a valid driver's license and satisfactory driving record.
• Follow safety and compliance standards to help ensure their well-being and the safety of others.
• Ability to work hours other than those considered normal at various times throughout the year to meet deadlines and demands.
• The role may require occasional travel to other company locations or industry events, with the ability to travel independently and stay overnight as needed.
• Ability and willingness to participate in required training, including education on GROWMARK's policies and procedures and additional training related to the position's requirements.

Qualifications

• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
• Excellent verbal and written communication skills, with a professional demeanor.
• High attention to detail and accuracy in all tasks.
• Ability to work effectively as part of a team and collaborate with teammates at all levels.
• Ability to identify and address issues in a proactive manner.
• Strong customer service skills, with the ability to interact professionally with customers and teammates.
• High level of integrity and ability to handle confidential information.
• Demonstrated core competencies, including business knowledge, collaboration, communication, customer focus, decision-making, and skill development.

Pay

$17.50 to $26.60 / hour. Compensation is determined based on your experience and qualifications. In addition to base pay, you may be eligible for overtime, commission, and performance-based increases and bonuses.

Schedule

Reports to: Location Manager. Status: Non-Exempt.

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