Administrative Assistant Job Description


Job Title:

Administrative Assistant

Position Type:

Full Time

FLSA Status:

Hourly

Reports To:

Director of Sales and Marketing

Pay Scale:

$17-22/hour, depending on experience

Expected Schedule:

Monday - Friday, 40 hours, flexible

POSITION SUMMARY 

Pocket NC Company seeks an administrative assistant to help in the sales and marketing department. This position will fall under the supervision of the Director of Sales and Marketing however it will cross over to work with several others within the company. We are seeking someone who has at least 1 year of prior administrative assistant experience with a keen attention to detail and organizational abilities. As a small company the person in this role will take on many responsibilities and we recognize that one person may not have experience in all of the below, we are willing to train the right person into certain aspects of the position. The person applying for this job must enjoy flexibility, taking on a variety of tasks, be willing to learn, and enjoy an evolving and changing role within a growing start-up company. 

ESSENTIAL JOB FUNCTIONS

Responsibilities tasks and duties

To perform this job successfully, an individual must perform these essential duties satisfactorily:

 Sales and Marketing 

  • Quote and invoice customers, ensure all information provided by the customer is complete and accurate, follow up when something is missing. 
  • Track when payments are due and inquire when late.
  • Help keep databases of CRM and shipping systems accurate and up-to-date.
  • Answer phone, direct calls; take and relay messages; answer or refer inquiries.
  • Correspond with vendors and customers in a professional, prompt and courteous manner via phone or email.
  • Assist with trade show coordinating such as ordering literature, keeping track of deadlines, and organizing logistics of shipment to trade show. 

Shipping and Inventory

  • Help organize shipments. Ability to generate documents for customs/duties/taxes and understands when documentation is needed.
  • Understand the operations and logistics of shipping domestically and internationally for both parcel and freight shipments.
  • Assist with shipping of accessory (small item) orders as needed.
  • Ability to participate in inventory management using a Kanban system and performing purchasing duties.
  • Ability to work within an export compliance program and help as needed with export screening and license documentation once trained.

Experience and Education Requirements 

  • Minimum of a high school diploma or GED
  • Prior experience working with Quickbooks and/or a CRM, preferably Salesforce
  • Prior administrative assistant work for 1-3 years 
  • Inventory management experience would also be a plus.
  • Prior experience purchasing is preferred.
  • Prior experience working within an export compliance environment is a plus.

Physical requirements

The physical demands described here are representative of those Essential Job Functions and must be met by an employee for successful performance.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Job Functions.

  • Must be able to work in a moderately noisy environment with industrial machines, multiple conversations, (ear protection is provided and required in some areas)
  • Must be able to listen, hear and talk in the English language
  • This position is active and requires employees to frequently stand or sit for long periods of time

Software Skills


  • Google Suites products (docs, sheets, etc)
  • CRM - Salesforce
  • Typing speed - minimum of 50 words per minute
  • Shipping websites(UPS, FedEx, USPS, Shipstation)

Skills and Abilities


Skills: 

  • Organizational - this position will require someone who is highly organized as there will be the need to balance many tasks and keep information organized and available to those who need it. 
  • Detail-oriented - Pays attention to quality
  • Prioritization - ability to order tasks according to urgency.
  • Flexibility - ability to adapt to different types of tasks and work. 
  • Time management - ability to ensure tasks get done completely and accurately in a timely manner or when due.
  • Language skills – capable of reading and writing the English language in a professional manner
  • Problem-solving skills – discovering, analyzing and fixing issues that need attention
  • Reporting skills - is able to concisely summarize the production status for other team members

Abilities:

  • Communication – capable of positive communication using verbal, written and body language. Speaks and writes clearly.
  • Concentration – to work with accuracy, with minimal supervision and make appropriate decisions
  • Teamwork – work with diverse individuals/ employees and still accomplish company and personal goals. Balances team and individual responsibilities. 
  • Conflict Management - ability to assist others in resolving interpersonal conflicts in the workplace
  • Project Management - completes projects completely, satisfactorily and in a timely manner
  • Flexibility - is able to accept and embrace change on short notice if necessary.  This position will work with a large number of team members and will likely involve frequent requests from the team as well as interruptions from phone calls.
  • Inventory - Follow instructions for inventory systems that are in place.
  • Attendance & Punctuality – Is consistently at work and on time
  • Dependability – Follows instructions, asks necessary questions and responds to management direction