Office Assistant

Summary

The Office Assistant plays a crucial role in facilitating communication, customer support, managing documentation, and supporting administrative tasks essential for the smooth operation of our office. This person will work with a variety of different individuals and will need great phone etiquette. This position requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. This is a full-time on‑site position, with hours being from 8 AM until 4:30 PM Monday through Friday.

Candidates need to be flexible in case more and/or different hours are required. Must be bilingual (English/Spanish).

• Manage email and phone correspondence efficiently
• Provide timely responses to inquiries and requests, ensuring excellent customer service
• Handle scheduling of orders (new and existing), addressing customer concerns, complaints, and changes to orders
• Liaise with sales and purchasing teams to process quote update requests, ensuring accuracy and timely communication
• Update production boards in real‑time to provide accurate information on orders, shipments, and deliveries
• Coordinate with the logistics team to manage shipping and receiving orders. Create and update orders as necessary
• Create shipping and receiving orders, ensuring accuracy and completeness of documentation
• Enter counts and generate reports as per customer requests, prioritizing tasks based on urgency and importance
• Track trailers and manage open receiving reports, ensuring proper documentation and reporting of any damages
• Assist with scheduling shipping and receiving requests, providing updates on the status of swaps/deliveries upon request
• Perform miscellaneous office duties as assigned, including but not limited to filing, data entry, and maintaining office supplies
• Log sales and receipts
• Assist with new hire onboarding, completing new hire paperwork with employees and corresponding with HR and/or Payroll on a timely basis

This list of duties is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that senior management may deem necessary.

• Experience with Microsoft Office Products, such as Outlook, Excel, and Word
• Detail oriented
• Previous experience with A/P and A/R a plus
• Good listener who can follow instructions