Part-Time Administrative Assistant

Location: Nottingham, PA (supporting Central, PA branch)

Schedule

Monday–Friday, 12:00 pm–4:00 pm

Benefits

• Part-time benefit-eligible position
• Elective basic dental & vision coverage
• Opportunity to contribute to a 401(k) with company match
• Paid employee referral program

Responsibilities

Sales & Administrative Support

• Pulls and compiles sales reports from the sales database
• Conducts analysis and tracking for incentives, sales initiatives, and sales objectives; communicates results with sales management and team members
• Creates, reviews, and/or edits presentations
• Maintains, tracks, and/or manages personnel and administrative processes: payroll, vacations & personal/sick time usage, status changes, truck and vehicle fuel usage, and other processes as necessary; reviews with branch manager
• Troubleshoots and provides maintenance support to sales team members for computer, handheld, and printer needs; escalates to IT help desk when necessary
• Undertakes and manages projects to improve administrative processes
• Ensures management and sales team members have necessary administrative resources to complete job functions
• Assists with and/or serves as the main point of contact for verification of end-of-day paperwork and invoices for sales team members

Customer Service (Internal & External)

• Executes top-notch listening skills to build meaningful relationships with customers and corporate functions to understand issues, troubleshoot, resolve, or respond in a timely manner
• Manages difficult or emotional customer situations, leveraging relationships, and knows when to escalate
• Receives and interprets customer call-in orders; informs customers of new and existing product lines for their accounts; relays to appropriate sales team member
• Acts as liaison for branch needs with corporate functions
• Considers and communicates employee feedback to management when evaluating and recommending improvements to procedures that increase efficiency of the department and operations
• Provides ongoing information flow within and between management and sales team members, ensuring they are kept informed of decisions, upcoming events, policies, and changes
• Assists with and/or serves as the main point of contact to collaborate with the warehouse manager and acts as the initial point of contact for the company donation program

Recruitment Coordination

• Works with branch manager, warehouse manager, and HR recruiting team and prospective candidates to align calendars, create interview schedules, coordinate interviews, send calendar invites, and provide directions to the branch location
• Meets and greets candidates and escorts them to interviews
• Provides support to branch manager, warehouse manager, and HR recruiting team with timely responses to applicants via the ATS; screens resumes to determine qualified candidates; schedules and may conduct telephone interviews
• Advises candidates of tasks to complete in the ATS; ensures these steps are completed and communicates status to branch manager and HR recruiting team
• Initiates reference checks and pre-employment background checks
• Provides new employee onboarding and training support

General Expectations

• Exercises honesty, integrity, and respect with all clients and co-workers
• Preserves confidentiality of all business information and data
• Maintains a professional appearance and demeanor
• Demonstrates a positive attitude
• Communicates effectively with co-workers and clients
• Works with accuracy, efficiency, and attention to detail
• Respects the work environment and keeps it as environmentally friendly as possible
• Exercises initiative to learn new skills and tasks and to help co-workers when possible
• Performs other related duties, special projects, and functions as required from time to time

Requirements

• 2+ years of administrative experience or a college degree with 0–2 years of experience; or a combination of knowledge, skills, and abilities
• Administrative experience in a sales support setting preferred
• Recruiting experience a strong plus
• Courteous with strong customer service orientation and demonstrated listening skills
• Self-motivated with a strong work ethic, ability to work within tight deadlines, attention to detail, and delivery of stellar customer service
• Excellent communication skills, both verbal and written
• Proven ability at problem-solving and enjoyment of an environment where multitasking is a must
• Excellent organizational skills
• Proficient in Microsoft Office at an intermediate to advanced level
• Ability to learn industry-specific software in a reasonable amount of time and adapt to technological advances
• Effectively works independently and as a team member, collaborating with others in a positive, professional manner; open to different points of view
• Ability to maintain a high level of confidentiality

Physical Requirements and Work Environment

• Performs work in an office environment
• Remains sedentary for moderate to extended periods of time
• Required to use a computer monitor, keyboard, and mouse for extended periods of time
• Ability to lift up to 20 pounds on occasion
• Occasionally works irregular hours to meet department deadlines and to participate in department projects and activities