Administrative Assistant

AIV, LP; Itasca (IL); On-site; USD 38,000 - 48,000; Full time

Job summary

AIV, LP is seeking an Administrative Assistant to support our Inside Sales team with order entry and clerical tasks. Duties include fielding calls, directing visitors, filing, and processing orders with accuracy.

You will create purchase and production orders, review against POs, and email confirmations to customers and sales staff. Responsibilities also cover expediting shipments, handling RMAs, and maintaining organized filing systems.

Qualifications

• Must be able to work in a fast-paced, self-directed environment.
• Strong verbal and written communication skills are essential.
• Proficient with standard office software and order processing systems.

Responsibilities

• Handle all filing and document organization.
• Enter all customer orders and create related purchase/production orders.
• Review orders against POs for accuracy and send confirmations to customers and sales staff.
• Expedite orders and notify sales/customer of any date changes.
• Process RMAs and maintain filing for RMAs with expiration dates.

Skills

Order entry

Clerical support

Inside Sales support

Communication

Education

High School Diploma or GED

2+ years in sales office environment

Job description

The Administrative Assistant handles all order entry, and a variety of clerical tasks to provide support to our Inside Sales staff. Duties may include fielding telephone calls, receiving/directing visitors, and filing. Software skills are required, as well as strong communication skills.

Duties and Responsibilities

• In charge of all filing, how it’s set up/done.
  • Scan all completed/shipped pick tickets into the system in a timely manner.
  • File all closed/shipped orders in a timely manner.
  • Make sure all filing cabinets are in order and organized.
• Assist Branch Manager and Inside Sales staff with document requests such as cut sheets, packing lists, tracking info, invoices, MTR’s, weights & dimensions, etc.
• Answer any questions and/or find missing documents/information requested by salesperson/customer in a timely manner.
• Order Entry
• Enter all orders for inside sales, which includes creating special purchase orders, production orders and transfers.
• Double check/review all orders entered against customer’s PO to ensure correctness.
• Email order confirmation to customer(s), and cc the salesperson.
• Expedite all orders that were scheduled to ship on the previous day (this should be done first thing every morning).
• Expedite all special purchase orders and production orders in a timely manner.
  • Make note of any date changes on special purchase order/production order/backorders and notify the salesperson/customer.
  • Update the special purchase order in the system.
• Return Authorizations (RMAs)
• Enter all return authorizations for our branch.
• Email RMA acknowledgments to customer.
• File all RMAs under the expiration date listed on the RMA & follow up accordingly.

Knowledge, Skills, and Abilities

• Able to work in a fast-paced, self-directed environment.
• Able to adapt to changes in jobs, duties, and company initiatives.
• Able to maintain good relationships with customers and co-workers.
• Excellent verbal and written communication skills.
• Excellent telephone personality skills.
• Great organizational and time management skills.
• Demonstrates a strong ability to cooperate, a positive behavior, and a commitment to the overall success of the company.
• Performs job duties in a way that achieves a high level of quality, productivity, and service.
• Willing to dedicate the appropriate amount of time and energy to assignments/tasks to ensure that no aspect of the work is neglected.
• Works diligently to overcome obstacles and complete tasks or assignments.
• Willing to go the “extra mile” and do what it takes to get the job done correctly and efficiently.

Education and Qualifications

• High School Diploma or GED
• 2+ years of experience in a sales office environment

Qualifications

Experience

Preferred

1 year:

1 year:

1 year:

Excellent verbal and written communication skills

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.