Publishing Administrative Assistant

Octane Press

Austin (TX)

Hybrid

USD 16,740 - 42,408

Part time

14 days+

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Job summary

A small publishing company in Austin, TX is seeking a detail-oriented Administrative Assistant to manage customer, vendor, and distribution needs. This part-time role involves filling orders, facilitating communication, and providing administrative support. The ideal candidate will have at least 3 years of experience and strong skills in Microsoft Office. Flexibility in schedule is offered. Competitive hourly rate between $1,500–$3,800 based on hours worked.

Qualifications

Must have at least 3 years professional work experience.
Some experience working directly with customers.
Prefered experience with a small company environment.

Responsibilities

Assist direct customers and wholesale orders via email, website, social media, and phone.
Facilitate and place orders on the company website for direct and vendor sales.
Track incoming shipments and maintain inventory levels.

Skills

Excellent attention to detail

Ability to work independently

Superior oral and written business communication skills

Advanced skills in Microsoft Office Suite

Excellent skills with software and online systems

Tools

Microsoft Office Suite

Adobe Acrobat

Google Docs

Job description

We are seeking a detail-oriented and people-loving person to take care of the needs of our customers, vendors, and distribution channels. Regular duties for this key role include filling orders from wholesale customers and distributors, managing information flow to sales rep groups, day-to-day administrative tasks, and staffing our annual show appearances (1-4 shows per year where we have a booth and sell books), and author sales and events support.

Qualifications

Work Experience: Administrative or other related experience in a fast-paced environment required.

• Must have at least 3 years professional work experience

• Some experience working directly with customers

• Must have experience working remotely and independently

• Prefered experience with a small company environment

Skills:

•Excellent attention to detail

•Ability to work independently, multi-task, and prioritize tasks

•Superior oral and written business communication skills

•Advanced skills in Microsoft Office Suite—particularly Excel--Adobe Acrobat and Google Docs required.

•Excellent skills with software and online systems

Duties and Responsibilities

Customer Service

Assist direct customers and wholesale orders via email, website, social media, and phone
Facilitate and place orders on Octane Press website for direct and vendor sales
Respond to questions from our warehouse and customers about orders
Respond to emails to help authors and retailers with account/order issues
Provide training on online ordering system for vendors, as needed.
Respond to customer service requests that come in via AnswerConnect (phone service), website contact form, and social media
Set up accounts for new wholesale customers

Logistics

Track incoming shipments and orders
Track and maintain inventory levels and reorder books as necessary
Review warehouse reports and respond as needed
Key point of contact to Octane Press warehouse
Fill orders for large Reseller accounts such as Ingram, Amazon, and Baker & Taylor

Accounting and budgets

·Bill Ingram monthly via email

Show and Event Coordination and Support

Attend shows and sell books
Provide support and presence to shows Octane Press does not attend

Work Schedule

5-15 hours per week Jan–Sept; 10-20 hours per week Oct-Dec
Schedule requires product specialist checks email and AnswerConnect once each 24 hour period.
Work time is flexible.

Seniority level