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Administrative Assistant

Fabricated Packaging Materials • Allentown, PA
11 days ago

Overview

 

Under general supervision, ensuring billing and invoicing is performed in an accurate and timely manner.

 

Responsibilities

  • Work Order Proofing - Priority
  • Sending Confirmations - Priority
    • Double check that the dates are correct or zeroed out.
    • If order needs to be split, do not send confirmation until that is done and the pricing is correct.
  • Entering Orders in Progress - Priority
    • Check pricing before completing the order in Progress
  • End of Day Paperwork - Priority
  • Update the Pickup priority spreadsheet daily
  • Take credit card information over the phone
  • Scheduling Common Carrier Freight pickups:
    • Create BOL / Packing Slip / Labels for multiple pallets
    • Update Common Carrier tracking information spreadsheet
  • Common Carrier Freight Issues
    • Dealing with brokers if there are discrepancies with amount billed to ICA.
    • Filing a claim if lost or damaged products

 

Back up for Admin I:

  • Answering Phone Calls – Priority – Only after 3rd ring
    • During Staff Meetings / Quarterly Meetings
    • Take Orders – Need more information from the caller before transferring the calls

- Name / Company                    - What Product / density

- Location or Jobsite Location - Size of Material

- Phone number/ Email             - Quantity

  • Taking care of Pick Up Customers - Priority
    • Have customer sign/date BOL
    • Announce customer out back
    • Send tracking information for all UPS and Common Carrier orders
    • Update Common Carrier tracking information spreadsheet
  • Labels – Priority
    • Must double check all information on labels before the plant gets them.
      • Size information must be correct
      • Quantity must be correct
    • Weekly Staff Meeting Notes – Need completed by Friday
    • Ceiling Tile, Sill Seal*, Chiropractic Bales Quotes*, Carpet Blocks Quotes* – Save to Shared File
    • *Scheduling UPS / Stamps.com
      • Create Labels for Shipment
      • Send Tracking numbers to customer
      • End of Day Label – signed by UPS employee
    • Recycling Drop-Offs
      • Verify all recycling is acceptable
    • End of Year Filing
      • Invoices, Driver’s Trip Reports, and Broker Loads

 

Qualifications

  • 2 years administrative assistant experience
  • Possess good communication skills, both verbal and written.
  • Willing to be a team player.
  • Computer skills required and personal computer experience, with word processing and spreadsheet applications preferred.
  • Computer applications experience and proficiency in Microsoft Office
  • Excellent customer service, problem solving, and decision making skills
  • Must be punctual and reliable.
  • Frequently required to sit, stand, walk, talk, hear, operate a computer keyboard, and speak on the telephone.
  • Customer Focused: Passionate drive to meet the needs of our customers
  • Self-starter willing to quickly adapt, prioritize, and organize. Ability to manage a process from start to finish
  • Ability to set clear expectations and work with others to accomplish specific goals
  • Strong organizational skills and attention to detail
  • Superior communication to include speaking, active listening and conveying information effectively