General Pet Supply

Description:

JOB FUNCTION

Responsible for promptly and efficiently answering incoming calls and performing various administrative functions. Assists all departments and locations with various administrative tasks. Will assist with projects as needed.

ESSENTIAL ADMINISTRATIVE FUNCTIONS

1. Answer all incoming phone calls in a friendly manner and route them to the appropriate individual or department.

2. Greet all visitors and guests in a friendly, courteous manner, determine their needs and direct them to the appropriate person.

3. Fax outgoing correspondence. Route all incoming faxes to the appropriate person or department.

4. Post outgoing mail daily. This includes ensuring postage funds are available for mailings.

5. Order office supplies on a weekly basis per the request of employee and department needs in the most cost effective manner. Will match packing slip to invoice; code and approve invoice; forward to accounting for payment.

6. Order business cards and other supplies as needed for lunchroom, warehouse, paper, etc.

7. Make maintenance phone calls (i.e. ice machine repairs, vending company, plumbing, etc.)

8. Fold, stuff and mail customer's statements monthly and assist with department mailings as needed. Ensure we have enough supplies to complete the mailing (window envelopes, return envelopes and postage).

9. Stuff and mail weekly A/P checks, monthly statements, customer invoice copy, credit invoices, monthly fliers, and miscellaneous mailings.

10. Maintain fax machines and invoice printer (i.e. toner, paper)

11. Regular attendance

12. Onsite presence in Reception area.

QUALIFICATIONS REQUIRED

1. High School diploma or equivalent.

2. 1+ year of Administrative experience.

3. Friendly and courteous on the phone and in person to customers, vendors, guests and co-workers.

4. Maintain confidentiality of employee records and conversations/communications.

5. Excellent oral and written communication skills. Able to read, write and speak English.

6. Able to handle multiple tasks and can prioritize them. Able to work to deadlines.

7. Flexible, able to adapt to a changing work environment and able to work overtime.

8. Knowledge of federal, state and local employment and safety laws and regulations.

9. Excellent interpersonal skills and be understanding of people and their problems.

10. Able to use and operate general office equipment including copy machine, fax machine, printer and phone.

11. Experience with personal computers, Microsoft programs and HRIS systems.

12. Excellent organization and follow up skills.

13. Professional appearance and conduct.

14. Strong aptitude for detail.

15. Able to work at a computer and sit for extended periods of time.

16. Responsive to internal and external customers' needs.

PI134256850