Administrative Assistant

2 days ago

Madison, WI, United States Bock Water Heaters Inc Full time
Summary
This highly visible role serves as the primary point of contact for customers and visitors and is often regarded as 'The Face of Bock.' The Administrative Assistant/Receptionist is responsible for providing enthusiastic and professional customer service, supporting fellow employee-owners with administrative tasks, and maintaining the reception area. The position involves general clerical duties, reception responsibilities, and project-based work.
Essential Duties & Responsibilities
  • Answer and screen incoming calls; direct callers to appropriate personnel.
  • Greet and assist customers, representatives, salespeople, and other visitors.
  • Create and edit documents using Microsoft Office software.
  • Open and distribute non-confidential mail promptly.
  • Distribute incoming fax documents in a timely manner.
  • Coordinate and distribute cards and flowers for birthdays, anniversaries, condolences, and holidays.
  • Organize and file documents accurately.
  • Monitor and reorder office supplies, including cleaning products, computer/fax supplies, letterhead, mailing supplies, and business cards.
  • Enter and manage data related to new unit warranty registrations and warranty communications.
  • Scan and file various documents, including AP vouchers, AR shipping documents, certificates of liability insurance, warranty documentation, new vendor setup forms, and six types of quality control sheets.
Additional Duties & Responsibilities
  • Maintain and update speed dial lists, employee directory and photo board, and front office SOPs.
  • Assist in planning company outings.
  • Print annual file folder labels.
  • Arrange accommodations and entertainment for company visitors.
  • Draft and distribute company memos, bulletins, newsletters, etc.
  • Perform other duties and special projects as assigned.
Supervisory Responsibilities
None
Knowledge, Skills, and Abilities
  • Strong customer service orientation and attention to detail.
  • Ability to multitask effectively in a fast-paced environment.
  • Professional verbal and written communication skills.
  • Sound judgment and problem-solving capabilities.
  • Proficiency in Microsoft Word and Excel.
  • Commitment to maintaining confidentiality.
  • Excellent telephone etiquette.
Qualifications
  • High school diploma or equivalent.
  • 1-3 years of formal education or experience in general office or administrative procedures.
Working Conditions
Physical Demands:
  • Prolonged periods of sitting.
  • Extended use of keyboard and computer monitor.
  • Ability to lift up to 50 pounds.

Work Environment:
Standard office environment.

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