POSITION/JOB TITLE: Administrative Assistant

LOCATION: Millwork Solutions – BPM

FLSA STATUS:Non-Exempt

AA/ EEO CODE: 5 COC / SOC CODE: 512 / 43-3031

IMMEDIATE SUPERVISOR: Todd Stegeman

POSITION SUMMARY: Provide support to the Millwork Division (Interior & Exterior doors, Millwork, Custom Millwork, Specialty Dept., Cabinets, & Closets). Assist walk in and telephone customers with selection and purchase of Millwork as needed.

ESSENTIAL FUNCTIONS:

  1. Invoice Processing
  2. Edit sales orders for shipping items
  3. Reseach invoice descrepanices
  4. Convert orders into invoices
  5. Invoice product transfers
  1. Process Credits

a. Process stock credits

b. Process cash sale credits

c. Process customer payments if Credit personnel are not avaiable

d. Distribute copies of credits to corperate Accounting office

  1. Customer Service
  1. Assist walk-in and telephone customers as needed
  2. Provide advice on millwork products and services
  3. Enter millwork material list into computer / Produce the ticket
  4. Special order products from vendor catalogs
  5. Process customer payment
  1. Communication
  2. Follow up with customer regarding items ordered for delivery
  3. Communiate with vendors regarding pricing, availability and products
  4. Communicate with Dispatch regarding delivery schedules and times
  1. Support Service Department
  2. Receiving
  3. Return phone calls to customers
  4. Assist with walk-in’s
  5. Support Service Department in other areas as needed
  1. Continuous Improvement
  2. Promote and support Continuous Improvement initiatives; follow Standard

work as it applies to your work area and functions

b. Seek input from team to identify process improvement opportunities and

recommend solutions

c. Maintain 6S and performs 6S duties in area

d.Commitment to Standard Work and willingness to create a positive impact

6. Safety and Wellness

a. Complete Computerized Based Training (CBT) as required

b. Assist other employees and departments as directed and needed

  1. Increase knowledge and awareness of safety for yourself and others

throughout the workplace

d. Report all safety concerns, hazards and incidents

e. Follow ergonomically correct standards in personal workspace

f. Promote safety and wellness initiatives

ADDITIONAL RESPONSIBILITIES:

  1. Balance protobase credit card transactions from previous business day
  2. Maintain vendor files/records
  3. Assist with semi-annual inventory process
  4. Process bank deposits to be sent to corporate office
  5. Enter Job starts
  6. Enter orders into PE1 for cabinets
  7. Assist with physical inventory
  8. Cross train on other admin roles that are necessary to “back-up” others as needed
  9. Other responsibilities as directed by supervisor

EDUCATION & EXPERIENCE:

  1. 3 – 5 years Administrative and/or Office experience, processes and procedures
  2. Experience in Millwork preferred

KNOWLEDGE, SKILLS & ABILITIES:

  1. Excellent communication skills (written and verbal)
  2. Excellent Computer Skills with proficiency in Microsoft applications (Outlook, Word, Excel)
  3. Ability to learn new computer systems to process orders (ECS Pro & PE1)
  4. Ability to multitask
  5. Strong organizational skills & time management skills
  6. Good analytic skills
  7. Excellent problem handling skills
  8. Ability to access and understand resources available within the industry
  9. Excellent Customer Service
  10. Knowledge of Millwork, cabinetry and closet products and services preferred

PHYSICAL DEMANDS:

  1. Ability to sit for extended period of time
  2. Frequent use of hands and wrist required for computer and telephone use
  3. Ability to lift up to 50 lbs. occasionally

ENVIRONMENT & PHYSICAL WORKING CONDITIONS:

  1. Indoor office environment
  2. Occasional warehouse environment

LICENSE (S) AND/OR CERTIFICATE (S): None