Administrative Assistant

2 weeks ago

Chesapeake City, United States Select Breeders Service Full time

**Customer Service/Administrative Support**

**Role Description**

This is an hourly position that reports to the Office Manager of SBS. It provides customer service and administrative support to the overall sales/office operations under the direction of the Office Manager. While consistent attendance and punctuality are required, they are imperative during the breeding season, which typically runs from February through July.

**Receptionist**
- Answer and direct incoming calls for SBS and SBS-VS
- Manage all incoming and outgoing mail, go to the Post Office when required, distribute faxes as directed.
- Maintain appearance of reception area and office supplies

**Administrative Clerical Support**
- Scan contracts and create stallion, mare, and Canine file folders and labels.
- File stallion and mare contract files cooled and frozen shipments, and reports; ensuring all files are PCI compliant.
- Data entry and report generation in various SBS databases
- Provide clerical support to affiliates, stallion and mare sales, i.e., sales tracking, updating mailing lists, mail outs, etc.
- Annual archiving of files, i.e. A/P, shipment, and accounting records
- Provide Admin Support to management team as directed.

**Customer Service Support**
- Respond to customer inquiries and communicate to incoming stallion and mare owners the required paperwork and promotional sheets for service requests.
- Enter information into tracking spreadsheet and follow up as required to close the sale.
- Ensure that horse files are complete prior to facility entry.
- Take customer inquiries and complaints, gather all information pertaining to issue and forward office manager or to appropriate manager for follow-up and resolution.
- Maintain open line of communication with customers, educating them on SBS services, events and answering questions in a timely manner.
- Work with Office Manager to improve all steps in the customer journey map.

**Accounting Clerical Support**
- Assist with mailing of quarterly billing statements.
- Enter new clients into Wise Option and assist in updating client files in Wise Option
- Assist Accounting with calling on delinquent accounts; process credit cards as required.

**Event Planning Support**
- Assist Office Manager with the preparation and planning of annual affiliate meeting, facility tours, travel reservations and other events as directed.

**Marketing Support**
- Assist in developing, tracking, and implementing marketing strategy/plan.
- Assist in coordination and submission of print and web advertising.
- Participate in outbound sales efforts.

Other duties as assigned by Office Manager and/or Director of Operations

Pay: From $15.00 per hour

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- Monday to Friday

**Education**:

- Associate (preferred)

**Experience**:

- Microsoft Office: 1 year (preferred)
- Customer Service: 1 year (preferred)

Ability to Relocate:

- Chesapeake City, MD 21915: Relocate before starting work (required)

Work Location: In person

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