Order Administrative Assistant

Reports to: Order Entry Manager

FLSA Status: Non-Exempt

Position Purpose: The Order Administrative Assistant will be responsible for the prompt and accurate processing of install and operation manual (IOMs) for all industrial HVAC equipment orders submitted and processed through the Order Department at Hoffman & Hoffman. The position is responsible for researching & sending install and operation manuals to the customer – electronically and hard copy, verifying that the current manuals and warranties are cataloged within our files, and electronic filing of the verification of these items being sent. In addition, there will be as needed tasks that fall within the typical administrative range such as electronic sorting of files, mail distribution, & phone reception skills. This is a fast-paced position that that requires attention to detail, excellent organizational skills, and strong verbal and written communication competency.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

• Determine the correct manuals to be sent to a customer by reviewing a range of documents that vary by vendor and branch office.
• Send manuals in an organized and timely manner to the customer upon request.
• Maintain Installation/Operation Manual & Vendor Warranty database for both accuracy and salesperson useability.
• Resolve any questions or issues on orders in a proactive manner by contacting pertinent sales engineers.
• Maintain electronic order files for any documents or communication received day to day from sales that may impact the contract associated.
• Provide back up for administrative tasks as follows: phone reception, mail distribution, & electronic filing.
• Research archive for orders prior to current electronic filing system upon request.

Position Requirements:

• Associate’s degree preferred.
• One to two years of experience in an office environment required.
• Strong attention to detail and organization a must.
• Intermediate proficiency of Microsoft Word, Excel, Outlook, One Drive and PDF editing programs.
• Ability to perform work accurately and thoroughly with limited supervision.
• Excellent interpersonal skills with the ability to communicate with all levels of staff
• Ability to convey information effectively and clearly both in both verbal and written form.
• Ability to take care of both internal and external customers’ needs while following company procedures.
• Ability to utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods.
• Ability to pivot to meet the needs of our growing sales force and adapt to changing priorities.
• Ability to pay attention to the minute details of a project or task with the ability to multitask.
• Ability to recognize gaps in information that will determine what is needed from salesperson to provide correct information to the customer.
• Ability to effectively prioritize tasks in an efficient way.
• Must be reliable, responsible, dependable, and fulfilling of obligations.
• Ability to effectively build relationships with sales and coworkers.
• Set the standards for delivering high customer service and lead by example.

Physical Demands:

• Standing: Rarely
• Walking: Rarely
• Sitting: Frequently
• Use of Hands/Fingers: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Rarely
• Lifting/Carrying 10 lbs. or less: Rarely
• Lifting/Carrying 11-20 lbs.: Rarely
• Reaching Outward: Frequently
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Rarely

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.