Administrative Assistant

Job Description

Summary

The Administrative Assistant reports directly to either the Store Manager or to an Account Representative. This varies from branch to branch. The Administrative Assistant supports the branch sales and marketing efforts by performing a variety of fairly routine to moderately complex administrative duties. May perform such duties as secretarial functions, compile and prepare regular and special reports, maintain diversified files and documents for the function of the branch. Will also assist the counter personnel by responding to customer inquiries either on the phone or in person.

Primary Responsibilities

The Administrative Assistant is responsible for maintaining the proper operational paper flow for both customer orders and outside sales consultant requests within the branch and between the branch and corporate offices. This position is also responsible for making cash sales deposits, documenting branch expenses, filing, ordering office supplies, preparing for meetings by ordering food, etc., and then billing customers for attendance at training meetings.

Secondarily, the Administrative Assistant will be responsible for assisting counter personnel on an as needed basis. This job duty will require the individual to learn all aspects of the AS400 system and our product lines in order to effectively and efficiently enter customer invoices. Therefore, the successful individual must demonstrate a willingness to do so, as well as an interest in heating and cooling systems, technical equipment and their respective parts, as well as commonly used HVACR industry expressions and vocabulary.

Duties

Research operation and maintenance information from CD’s and/or Internet to compile O&M manuals and submittals. Copy and distribute as needed. Update EOM tickets Prepare cash sales deposits Maintain the accuracy of the cash box File invoices, packing slips and warranty paperwork Prepare branch expense reports Order office supplies Order product literature Prepare spring and fall training schedules, and marketing flyers Maintain binder of refrigerant certificates

Qualification Requirements

To perform this job satisfactorily, an individual must be able to perform each essential duty satisfactorily. Enthusiasm, initiative, attention to details, creativity, teamwork are important attributes for this individual. The requirements above are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.