Administrative Assistant Jobs

Under the general direction of the President, this position is responsible for all office operations at California-Quartz, a California corporation (the “Company”), as well as certain customer service responsibilities, sales-related functions, and financial duties, including payment collection and banking, merchandise order, delivery coordination, and inventory duties. This position is responsible for customer service via phone, email or fax, delivered accurately and in a timely manner. This position is also responsible for greeting and assisting any visitors to Company premises, including customers. The administrative assistant will assume complete responsibility for responding to any correspondence to the Company’s email account and for the operation of the Company’s QuickBooks accounting system. The position also maintains and updates the Company’s customer lists, emails new account information to headquarters, prepares invoices for orders, and schedules and coordinates orders for delivery. The position collects customer payments, deposits checks, tracks expenses through the Company’s bank account and informs management of any discepancies, emails daily bank reports every morning to management and associates, and records Company expenses. Additonally, the adminstrative assistant assists sales representatives and calculates sales commissions, inventories merchandise upon arrival, and updates invoice files from headquarters and payment balances. The position also updates price lists for new inventory selections and updates the cost and price of material. The position is responsible for maintaining business office inventory and equipment and obtaining marketing materials from headquarters. The position requires the ability to manage multiple projects, as well as meeting time constraints and expectations. This list of job duties and responsibilities is not exclusive and is subject to periodic revision and amendment as the needs of the Company change or evolve. This is a non-exempt position. Essential Duties and Responsibilities include the following. Other duties may be assigned.

OFFICE DUTIES:

Assumes full responsibility for handling of Company email account ([email protected]).

Responds to customer questions by phone, fax, e-mail, etc., regarding pricing, inventory, etc.

Prepares invoices for orders.

Schedules orders to be delivered.

Assists sales representatives, as needed.

Maintains and updates customer list.

Emails new account information to headquarters to update the website.

Creates and emails weekly offers to all customers and sales representatives.

Maintains records and files paper work.

Distributes mail and handles routine correspondence.

Emails daily sales report to management and associates at the end of the day.

Handles walk-ins, as needed.

Orders marketing tools from headquarters.

Orders office and warehouse supplies with manager authorization.

ADMINISTRATIVE DUTIES:

Collects customer payments.

Deposits checks at bank.

Tracks expenses through bank account and informs management of any discepancies.

Emails daily bank report every morning to management and associates.

Records Company expenses on system.

Calculates total sales and profits and sales representatives commissions and sends file to manager.

Assumes complete responsibility for the accurate financial records through the proper operation of the Company’s QuickBooks accounting system.

Assists manager, as needed.

Coordinates new orders for container with manager and headquarters.

Coordinates containers arrival with carrier.

Inventories materials upon arrival (container).

Updates invoice files from headquarters and payment balances.

Updates price list of new inventory selections.

Updates cost and price of materials.

Coordinates with sales representtives to create special price list for customers.

Writes checks, as necessary.

Maintains operations by following policies and procedures; reporting needed changes.

Other duties related to business operations as determined by management.

Qualifications/Requirements:

High School Diploma/GED required (Associate or Bachelor’s degree in business or related field preferred )

Office and sale-related experience

Ability to comprehend established office routines and policies

Proficiency with electronic financial records and knowledge of applicable terminology

Knowledge of applicable computer programs and basic business office machines and procedures

Knowledge of billing/collection practices

Ability to read, understand and follow oral and written instructions

Must be dependable

Type no less than 30 WPM

Ability to establish and maintain effective working relationships with customers, vendors and colleagues

Ability to work independently and collaboratively within a team environment

Ability to multi-task and meet tight deadlines

Excellent problem-solving skills

Must be well-organized and detail-oriented

Skill in answering telephones in a pleasant, helpful manner

Good written and verbal communication skills

Commitment to maintaining highest level of confidentiality

Physical Requirements:

Ability to lift at least 20 pounds

Working rapidly for long periods

Ability to stand or walk for long periods of time when needed

Sitting for long periods of time

Use of telephone periodically

Use of keyboard, computer, printer, copier

Ability to work overtime as needed

Adequate hearing and vision (with or without correction) Cognitive or Mental Requirements

Reading

Writing

Ability to communicate clearly

Analyzing data or report information Eligibility Requirements

Must have unrestricted work authorization to work in the United States.

Must be willing to submit to a background investigation. Desired Characteristics

Ability to remain professional and courteous with customers, vendors and colleagues at all times.

Excellent verbal and written communication skills.

Excellent interpersonal skills.

Knowledge of QuickBooks software.

Strong computer skills.

Ability to work independently as well as part of a team.