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Office Assistant Position

Job Description

Greets visitors and performs general administrative duties. Handles incoming calls and may operate a switchboard. Assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.

General Accountabilities

  • Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
  • Maintains log of all calls requiring further action.
  • Help staff with copying, scanning and faxing.
  • Greet walk-in customers, acknowledge their needs, notify concerning team for quick handling
  • Assist walk-in customers with product needs.
  • Create sales order for all new orders.
  • Manage existing orders (pick tickets & packaging slip).
  • Contact customers for clarification and/or changes on an existing order.
  • Coordinate with warehouse for stock levels.
  • Order tracking and status update to Sales Team.
  • Process returns and pictures
  • Scheduling UPS & LTL, if needed.
  • Monitor and maintain office supplies
  • Process credit card payments, as instructed by billing clerk.
  • Update credit card settlement report daily.
  • Receive payments.
  • Set up and request paperwork for new and existing customers.
  • Coordinate and verify payments on new and existing orders.
  • Check the accuracy of order packet and back orders.
  • Create and send invoices to clients.
  • Process return to customer accounts, once verified.
  • Make collections calls.
  • Assist clients with billings issues.
  • Maintain current clients profiles (hard copy & online)
  • Data entry for all monthly expenses and other chart of accounts.
  • Enter finalized payment receipts and updates accounts receivable ledger.
  • Calls and/or mails correspondence to customers as necessary in order to update accounts.
  • Update monthly expense worksheet daily for ongoing expenses
  • Make payment for expenses, as instructed.
  • Scan and file necessary receipt for monthly expenses.
  • Maintain refreshments area.
  • Maintains clean and orderly reception area.
  • Performs a variety of routine clerical tasks as assigned.
  • *The company reserves the right to add or change duties at any time.


Job Qualifications

  • Education: High school diploma or equivalent
  • Experience: Previous work-related experience
  • Competent computer skills including MS Office, Adobe
  • Internet skills including use of e-mails, calendar, google drive,
  • Numeracy and literacy skills

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