Customer Service Administrator

Smiths Group; Mount Vernon (OH); On-site; USD 21,000 - 30,000; Full time

Job summary

Heating & Cooling Products in Mount Vernon, OH is seeking a professional Receptionist/Administrative Assistant to greet visitors, answer calls, and manage mail and deliveries. You will enter and process customer orders via email, EDI, and phone, and support the Production and Sales teams to ensure timely order fulfillment.

The role requires a high school diploma or GED, strong professionalism, and proficiency in Excel, Word, and PowerPoint.

Qualifications

• High school diploma or GED required.
• Professionalism in presence and communication.
• Proficiency in Excel, Word and PowerPoint.
• Ability to multi-task with attention to detail.

Responsibilities

• Greet visitors, customers, vendors, and applicants in a professional and welcoming manner.
• Answer and direct incoming telephone calls.
• Manage incoming and outgoing mail and deliveries.
• Maintain reception area in a clean and professional appearance.
• Provide friendly and professional first point of contact for guests, ensuring a positive and efficient check-in experience.
• Accurately enter, review, and process customer orders received via email, EDI, and occasional phone communication, ensuring data accuracy and timely order fulfillment.
• Build and maintain positive relationships with customers.
• Assist with office coordination and onboarding tasks as needed.
• Coordinate pre-employment activities including background checks and drug screenings.
• Maintain employee information and office records.
• Support company events and employee activities.

Skills

Professionalism

Microsoft Excel

Microsoft Word

PowerPoint

Team player

Graphic software

Education

High school diploma or GED

Tools

Computer graphic software

Job description

Heating & Cooling Products manufactures and distributes superior quality sheet metal products since 1955. These products include pipe, elbows, boots, rectangular duct, duct fittings, wall stack, oval, black stove pipe and fittings, spiral pipe, spiral PVC pipe and fittings for the HVAC professional. These products serve the residential, multi family, and light commercial HVAC markets.

Job Description

• Greet visitors, customers, vendors, and applicants in a professional and
• welcoming manner.
• Answer and direct incoming telephone calls.
• Manage incoming and outgoing mail and deliveries.
• Maintain reception area in a clean and professional appearance.
• Provide friendly and professional first point of contact for guests, ensuring a positive and efficient check-in experience
• Accurately enter, review, and process customer orders received via email, EDI, and occasional phone communication, ensuring data accuracy and timely order fulfillment
• Build and maintain positive relationships with customers
• Assist with Macola customer item number updates, pricing, and job quotes when requested
• Completes the Daily Morning Report information prior to 10:00 am for the daily production meeting including updating backorder tracking information
• Coordinates delivery sequence communication with external customers/trucking companies each day once load is confirmed by our shipping supervisors
• Manage customer requests for supplemental freight to maximize trailer utilization and revenue
• Serve as the liaison between external customers and the Production Team by addressing customer concerns and communicating IQ-related information to support operational efficiency
• Communicate order placement reminders when necessary to our external customers
• Order and maintain office supplies.
• Maintain pool vehicle schedule.
• Assist with company events, meetings, and employee activities.
• Maintain employee report off log.
• Prepare new hire paperwork and onboarding materials as needed.
• Coordinate pre-employment activities including background checks and drug screenings.
• Maintain employee information in Fastenal machines.
• Post announcements in company bulletin boards.
• Coordinate employee recognition programs and engagement activities.
• Support with special projects as assigned.
• Other duties as assigned.

Qualifications

• High school diploma or general education degree (GED)
• Professionalism in presence and in all communication
• Supports the objectives of HCP and the Sales Department
• Must be able to prioritize and multi-task with attention to detail
• Proficiency in Microsoft Excel, Word and working knowledge of Power Point
• Ability to work as a team player
• Computer graphic software a plus

Additional Information

All your information will be kept confidential according to EEO guidelines. This position is onsite only and does not offer remote work options.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.