General Office Associate

2 weeks ago

East Moline, United States BORNQUIST INC Full time
Job DescriptionJob Description

Position summary:

This position is responsible for performing general sales administrative tasks including entering orders, tracking projects, processing customer payments, preparing sales reports and maintaining logs and files.

Duties and Responsibilities:

  • Assist Sales with administrative tasks.
    • Enter customer orders and prepare quotations.
    • Assemble Operation & Maintenance manuals.
    • Track Job Award Follow-ups.
    • Manage closed order/quote files.
    • Coordinate various customer mailings.
    • Maintain project log.
    • Prepare daily sales reports and distribute to Sales Manager and Office Manager.
  • Support Purchasing by checking Order Acknowledgments, entering ship dates, and matching paperwork.
  • Match packing lists and pick tickets to corresponding invoices.
  • Process credit card payments, daily cash receipts and deposits.
  • Handle incoming or outgoing mail, packages, or deliveries.
  • Answer incoming phone calls as required, including back up on lunch hours and vacation/sick time taken by others.
  • Work with others as necessary on special projects.
  • Perform other related duties as assigned by management.

Qualifications:

  • High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
  • Computer skills required:
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general internet functionality required.
    • Proficiency utilizing Enterprise software preferred (Prophet 21 by Epicor). Training can be provided.
  • Other skills required:
    • Excellent customer service skills with a strong desire to go above and beyond to exceed customer expectations.
    • The ability to accurately assess customer needs, meeting quality standards for services, and evaluation of customer satisfaction.
    • Communicating effectively verbally and in writing as appropriate for the needs of the audience.
    • The ability to listen to and understand information and ideas presented by others, both verbally and in writing.
    • The ability to express ideas and convey information clearly, simply and positively, both verbally and in writing.
    • Strong organizational skills and attention to detail.

Competencies:

  • Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
  • Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Physical Demands and Work Environment:

  • Frequently required to stand, walk, and sit.
  • Continually required to utilize hand and finger dexterity.
  • Occasionally required to climb, balance, bend, stoop, or kneel.
  • Continually required to talk or hear.
  • Continually utilize visual acuity to read technical information and use a keyboard.
  • Occasionally required to lift/push/carry items less than 25 pounds.
  • Specific vision abilities required by this job include: close vision; distance vision; depth perception and ability to adjust focus.


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