Administrative Specialist
7 days ago
The Administrative Specialist is responsible for performing various administrative and clerical duties to support the local operations. This role involves managing shipment reporting, processing orders, maintaining customer databases, and providing administrative assistance to the branch.
Key Responsibilities:
- Complete the shipment reporting process for all tickets received daily; review and reconcile the open order file weekly.
- Assist with ordering and vouchering for items such as office supplies, maintenance work, plant supplies, and various monthly bills, ensuring accurate completion of all orders and related paperwork.
- Process inbound and outbound transfer of products (gases) required for fulfilling daily customer orders.
- Assist in collections of receivables (60-120 days); review the accounts receivable report and collaborate with the local team to collect past due amounts.
- Determine the need for credits, debits, write-offs, and cylinder balance adjustments.
- Maintain the customer database as required.
- Perform administrative duties, including writing correspondence, filing, mail distribution, and answering/directing incoming calls.
- Process all paperwork accurately and in a timely manner.
- Utilize computer systems daily.
- Perform additional duties as assigned, which may include assisting walk-in customers, marketing promotions, telemarketing, managing timecards, and preparing month-end reports.
Required Qualifications:
- Associate's degree strongly preferred; high school diploma or GED required.
- 2-3 years of office administrative experience.
- Strong verbal and written communication skills.
- Proficient in English grammar and business communication.
- Proficient computer skills, including Microsoft applications and Lotus Notes.
- Strong organizational skills.
- Ability to work independently and be self-motivated.
Preferred Qualifications:
- Experience in a similar industry is a plus.
Certifications:
- None required.
Education: High School
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