Administrative Assistant

Description

Type:
Highly dynamic, involving interaction with both internal and external customers.

• Cash Handling:
  Includes taking payments, creating deposits, and reconciling a cash drawer daily.
• Security & Detail Orientation:
  Must follow strict operational and security procedures.
• Warehouse Interaction:
  Requires movement between office and warehouse to retrieve invoices and materials.

PPE

Required:

Steel-toe shoes (can be provided via clackers) and safety vests (provided).

Invoice Management:
Responsible for organizing and filing ~250 invoices daily.

• Highly Organized:
  Able to manage multiple moving parts and maintain process consistency.
• Agile & Adaptable:
  Comfortable with frequent changes and capable of prioritizing tasks throughout the day.
• Self-Starter:
  Takes initiative without needing constant direction; has a “can-do, will-do” attitude.

• Sales Exposure:
  While primarily administrative, the role includes opportunities to learn and engage in sales-related training.
• Team Integration:
  The candidate will be involved in broader business activities, not siloed.

We are seeking a highly organized and tech-savvy Branch Administrative Associate to support the daily operations of our branch. This role combines administrative responsibilities with customer service and point-of-sale (POS) tasks. The ideal candidate will be detail-oriented, proactive, and comfortable working in a dynamic environment that includes both office and occasional warehouse interactions.

• Perform routine clerical support for functional groups such as answering phones, copying, distributing mail/email, performing simple calculations, and maintaining records and files following standard procedures. Perform cash/sensitive information handling duties. Follow established procedures and guidelines to provide timely and effective clerical support.
• Gather, compile, and verify information and enter it accurately into documents (such as reports, presentations or forms) and office systems (such as SharePoint sites, databases, billing software, or spreadsheets).
• Resolve discrepancies, including calendar and other scheduling conflicts, and communicate with a variety of administrative and professional employees within and outside the organization.
• Organize and plan logistics (e.g., facility selection, menu planning, travel and transportation arrangements, and audio/visual equipment) for organization meetings and special events.
• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
• Participates in associate meetings and communicates any concerns to management.
• Other administrative tasks as assigned.

• Strong attention to detail.
• Maintain strict confidentiality.
• Experience supporting multiple functions in a fast-paced at a customer-facing environment strongly preferred.
• Poise and maturity to interact with individuals outside and inside the organization.
• Prioritize and manage deadlines when dealing with multiple tasks combined with the ability to work with a sense of urgency when needed.
• High proficiency with Microsoft Office products (Teams, Outlook, Word, Excel, PowerPoint, etc.) and ability to explore and quickly learn other software applications required.
• Must be self-motivated.
• Very strong organization and verbal and written communication skills.
• Excellent phone etiquette and verbal communication skills that are professional, enthusiastic and cooperative.
• Associate Degree or higher preferred, but is not required.

• Comfortable using a headset for phone communication (accommodations available if needed)
• Ability to lift and organize files and paperwork
• Must wear steel-toe shoes or provided clackers when entering the warehouse area