Administrative Assistant

Alliance Laundry Systems LLC; Pittsburg (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Alliance Laundry Systems LLC in Pittsburg, CA is seeking an Administrative Assistant to support office operations, answer calls and emails, and coordinate with management to meet deadlines. The ideal candidate has 2+ years in customer service/administration, strong communication, and good organizational skills.

Duties include front-desk coverage, SAP data entry, and basic bookkeeping support. This role offers a collaborative environment with opportunities to contribute to process improvements

Qualifications

• High School diploma or equivalent.
• 2+ years of related work experience in a Customer Service /Administrative / Office Management background preferred.
• Experience in telephone and email/ticketing system-based customer support preferred.

Responsibilities

• Answer phone calls and email inquiries with timely, high-quality customer service.
• Coordinate with team leaders to plan and meet office deadlines and goals.
• Provide front-desk coverage with a busy multiline phone system and manage mail and shipments.
• Enter customer information into SAP and maintain customer/vendor records.
• Assist with bookkeeping tasks and communicate with finance on A/R and A/P inquiries.
• Forward leads and information to sales per territory map.
• Support ongoing projects and ensure efficient use of office equipment and supplies.
• Participate in process improvement as a cross-functional team member and escalate top-level issues.

Skills

Communication skills

Organizational skills

Detail-oriented

Proactive / Self-starter

Customer service

Education

High School diploma or equivalent

Tools

SAP

Job description

The Administrative Assistant's duties include providing clerical support to ensure efficient operation of the office by working collaboratively with management and peers on various tasks and projects while following the Alliance Laundry Systems quality standards, policies, and procedures.

The Administrative Assistant will have the responsibility of answering phone calls and email inquiries from our customers in a timely manner, with a high sense of urgency, while delivering excellent customer service. The ideal candidate will connect with team leaders to plan and accomplish office deadlines and operational goals.

Provides front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and office shipments, and maintaining an organized, clean office environment.

• Customer support expert, responsible for answering phone calls and email correspondence, and communicating with clients to answer inquiries. Expected to connect with internal teams to confirm and communicate status updates to customers. Partners with team leaders in preparing and following up with customer orders, quotes, invoices, and requests.
• Provide administrative and operational assistance by entering customer information into logging systems such as SAP, setting up vendors profiles, and filing customer/vendor records.
• May assist with bookkeeping tasks such as processing customer payments and may communicate with corporate regarding local A/R and A/P inquiries.
• Forwards any potential leads and information to sales representatives according to the territory map.
• Will assist with general projects and ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.
• Participates in process improvement initiatives as a cross-functional team member to maintain efficient department operations, and effectively communicates top-level escalations to team leaders.

Education and Experience:

FLSA STATUS:

• High School diploma or equivalent required.
• 2+ years of related work experience in a Customer Service /Administrative / Office Management background preferred. An equivalent combination of education, training, and experience will be considered.
• Experience in telephone and email/ticketing system-based customer support preferred.

Skills and Abilities:

• Knowledge of office management systems, and office procedures with the capacity to make independent decisions daily, addressing and assessing the best way to handle specific tasks.
• Solid organizational skills and detail-oriented; Ability to self-manage workload and multiple projects simultaneously while managing and meeting deadlines.
• Excellent written, verbal, and interpersonal communication skills; Communicate effectively and professionally across all levels of the organization while maintaining a positive and enthusiastic demeanor.
• Strong work ethic; Self-starter, demonstrating a proactive approach, self-initiative, and tenacity. Resilient; Able to confidently navigate ambiguity and change.

Standard and Physical Requirements:

• Position involves sitting for long periods, standing, manual dexterity, stooping, and bending.
• Position requires the ability to lift, carry, push, and pull up to 25 lbs. frequently. For greater weight items assistive devices will be provided.
• While performing the duties of this job, the employee is regularly required to talk and hear; and use hands to manipulate objects or controls. Specific conditions of this job are typical of frequent and continuous computer-based work requiring periods of sitting; close vision and the ability to adjust focus.

Alliance Team Members Demonstrate DRIVE:

• Dedicated: Follows through on commitments. Strong say/do.
• Respectful: Acts with integrity and values diverse perspectives.
• Innovative: Always looking for a better way; leads change.
• Versatile: Adapts quickly to changing circumstances. Demonstrates agility.
• Engaged: Acts like an owner. Wants to create and grow a business which is tightly aligned with market needs.