Administrative Assistant

ADP, Inc.; Pittsburgh (Allegheny County); On-site; USD 38,000 - 46,000; Full time

Job summary

Rudd Equipment Company, Inc. is seeking a customer service-oriented Receptionist / Administrative Assistant to serve as the branch's first point of contact for customers and visitors.

This in-office role requires multitasking front desk duties and providing sales administrative support to the Equipment Department. The position emphasizes in-person presence, with duties ranging from greeting visitors and answering calls to processing mail, invoices, and paperwork related to equipment sales.

Qualifications

• High School diploma or equivalent required.
• Some college is a plus.
• Previous administrative/clerical experience preferred.

Responsibilities

• Greet and welcome on-site visitors and route to appropriate personnel.
• Answer incoming calls and take messages.
• Prepare outgoing mail for courier pickup and handle mail related tasks.
• Prepare documents related to equipment sales and correspondence.
• Code, process PO, receive and reconcile invoices.
• Maintain Equipment Shipping and Receiving records.
• Provide administrative support to the Equipment Department.
• Perform other duties as assigned.

Skills

Customer service

Reception

Interpersonal skills

Education

High School diploma or equivalent

Some college

Administrative/clerical experience

Tools

Microsoft Windows

Microsoft Word

Excel

Infor

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Regular Full-Time Pittsburgh, PA, Pittsburgh, PA, US

Summary

We are seeking a customer service-oriented Receptionist / Administrative Assistant to serve as Rudd’s first point of contact for the branch location for customers as well as visitors. This individual will multi-task a variety of front desk reception and clerical duties in addition to providing sales administrative support to the Equipment Department. This position requires in office presence and the essential functions cannot be performed remotely.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Greet and welcome on-site visitors, determine nature of business, and notify appropriate personnel upon visitor arrival.
• Answer incoming telephone calls, determine purpose of callers, and route calls to appropriate personnel or department.
• Take and deliver messages and/or transfer calls to voicemail when appropriate personnel are unavailable.
• Assist with receiving, sorting, and distributing mail when needed.
• Sign for front desk deliveries, including packages, certified and registered mail. Notify appropriate personnel or department of their delivery.
• Prepare outgoing mail daily for courier pickup which may include stuffing letters, ensuring address is easily viewable to couriers for delivery, address envelopes and apply postage.
• Prepare documents related to equipment sales.
• Type various letters, quotes for repairs, correspondence, and memos.
• Clarifying description of problem.
• Code, process PO, receive and reconcile invoices.
• Maintain accurate Equipment Shipping and Receiving records.
• File.
• Work in concert with the Sales Assistant to provide required administrative support to the Equipment Department.
• Invoice mailout preparation.
• Perform other duties as assigned.

Education and/or Experience

• High School diploma or equivalent required
• Some college is a plus
• Previous administrative/clerical experience preferred.

Communication Skills

• Must have excellent communication skills (written and verbal) and great interpersonal skills.
• Ability to get along with diverse personalities in a tactful, mature, and flexible manner.

Computer Skills

• Must have computer and data entry skills.
• Experience with Microsoft Windows, Word, and Excel.
• Previous experience utilizing Infor is a plus.

Physical Demands

While performing the duties of this Job, the personnel must have sufficient physical ability and mobility to work in an office setting to perform office administrative work including filing. While this is primarily a sedentary role, personnel in this position have the flexibility to stand, stretch and/or walk as needed to break up extended periods of sitting. The personnel will routinely be required to talk or hear, both in person and by telephone; use hands repetitively to handle, feel or operate standard office equipment (keyboard, mouse, computer, printer, fax machine, telephone, postage machine); reach with hands and arms; required to stand; walk and stoop, kneel, crouch, and bend. Personnel will frequently lift and/or move/push/pull up to 10 pounds and occasionally lift and/or push/pull/move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

This job operates in a professional office environment and sits at the front desk. This role routinely uses standard office equipment such as computer, phone, photocopier, filing cabinets and fax machines. May also use postage machine depending on branch.

Position Type and Expected Hours of Work

• This is position is classified as full-time, non-exempt.
• Normal Days of work are Monday through Friday 8:00 a.m. to 5:00 p.m.
• Overtime may be required on occasion as needed.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the personnel for this job. Duties, responsibilities, and activities may change at any time.

EEO/AAP Statement

Rudd Equipment Company, Inc. is an Equal Opportunity/Affirmative Action employer. It is our policy not to discriminate against any Incumbent or Applicant. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or status as a qualified individual with a disability or Vietnam era or other protected veteran. To achieve our goal of equal opportunity, we maintain an Aff