JOB TITLE:
Administrative Services Associate
Reports to: Marketing Director
Non-Exempt or Exempt
SUMMARY
This position handles phone calls, office coordination, supplies management, scanning, errands, mail sorting, and supports the sales team and other assigned duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Core duties and responsibilities include the following. Other duties may be assigned.
- Handles incoming calls, transfers, and message taking.
- Manages incoming mail, date stamps, and distributes.
- Provides scanning, copying, and duplicating services.
- Maintains office supplies inventory.
- Orders and verifies receipt of office supplies.
- Supports sales activities including purchasing, order taking, data entry, and ticket processing.
- Assists with Marketing Director's special projects as required.
ACCOUNTABILITIES
- Receives direction from CEO and Office Manager, performs tasks independently.
- Manages office supplies to control costs.
- Ensures confidentiality is maintained.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Intellectual
Analytical - Gathers and researches data, complementing with intuition and experience.
Design - Shows meticulous attention to detail.
Problem Solving - Resolves problems promptly, analyzes information effectively, and collaborates well in groups, applying reason even in emotional situations.
Technical Skills - Assesses strengths and weaknesses, seeks growth opportunities, continuously learns, and shares expertise.
Interpersonal
Interpersonal Skills - Focuses on conflict resolution, maintains confidentiality, listens without interruption, controls emotions, and embraces new ideas.
Oral Communication - Communicates clearly, listens actively, and presents effectively in various situations.
Written Communication - Writes clearly, edits meticulously, presents data effectively, and interprets written information proficiently.
Teamwork - Balances team and individual duties, fosters openness to diverse views, encourages feedback, cultivates team spirit, prioritizes team success, boosts morale, and supports collective efforts.
COMPETENCIES
Leadership
Visionary Leadership - Inspires trust, mobilizes others, and shares vision.
Change Management - Develops and communicates implementation plans, fosters commitment, supports during change, and evaluates outcomes.
Leadership - Inspires confidence, motivates others, influences actions, accepts feedback, and recognizes contributions.
Quality Management - Promotes quality improvement, demonstrates accuracy, and seeks enhancements.
Organization
Business Acumen - Considers business impact, prioritizes profitability, and aligns with strategic goals.
Cost Consciousness - Manages within budget, implements cost-saving measures, and contributes to revenue.
Diversity - Upholds EEO policy, promotes diversity, and maintains a harassment-free environment.
Ethics - Demonstrates respect, integrity, and commitment to organizational values.
Organizational Support - Adheres to policies, supports goals, and respects diversity, affirming action principles.
Self-management
Judgment - Decisive, exercises sound judgment, involves relevant stakeholders, and acts promptly
Motivation - Sets and achieves challenging goals, persists through obstacles, pursues excellence, and takes calculated risks.
Professionalism - Handles interactions tactfully, stays composed under pressure, respects all regardless of status, takes responsibility, and fulfills commitments.
Quality -Ensures accuracy and quality, seeks improvement, applies feedback, and monitors performance.
Quantity - Meets productivity standards, aims for efficiency, and works swiftly.
Adaptability - Adapts to changing environments, manages competing demands, adjusts methods as needed, and handles unexpected events effectively.
Attendance/Punctuality - Punctual and reliable, ensures coverage for absences, and attends meetings promptly.
Dependability - Follows management directives, takes responsibility, keeps commitments, and communicates proactively about deadlines.
Innovation - Shows creativity, resourcefulness, and innovation, suggesting improvements and presenting ideas effectively.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associate's degree (A.A.) or equivalent from two-year College or technical school; plus four or 1 or 2 years’ administrative experience and/or training; or equivalent combination of education and experience
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Computer Skills
To perform this job successfully, an individual should have knowledge of: Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook); and Presentation Software (PowerPoint).
Certificates, Licenses, Registrations
Valid driver's license with a good driving record.
Other Skills and Abilities
Adaptable to frequent interruptions and task-switching.
Strong organizational skills required.
Demonstrates sound judgment.
Maintains composure in stressful situations.
Proficient in problem recognition, analysis, and resolution.
Must be able to work independently and productively with minimum supervision.
Ability to establish and maintain professional atmosphere for employees, clients and customers.
Other Qualifications
Other Qualifications
Prior admin experience preferred.
High energy, positive attitude, and strong motivation essential for completing tasks efficiently.
PHYSICAL DEMANDS
- Job's physical demands are necessary for essential functions; accommodations available for disabilities.
- Regularly requires sitting and verbal communication; occasionally involves standing, walking, and manual tasks.
- Occasional lifting and moving of up to 50 pounds.
- Tasks may include rearranging spaces, handling deliveries, and office organization.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
A History of Success & Dedication
Operating with the same presses since our company's inception, we seamlessly blend tradition with innovation, crafting custom dies in-house to accommodate any pattern, while consistently embracing the latest technological advancements to ensure optimal product quality; beyond our enduring practices, we excel in in-house fabrication of metal flex hoses and expansion joints, recently expanding with a new warehouse dedicated to housing our diverse inventory, guaranteeing our readiness for every project; our state-of-the-art CNC Water Jet, boasting 90,000 PSI, delivers highly-precise cuts through steel, epitomizing our belief that quality is the result of high intentions, sincere effort, intelligent direction, and skillful execution—making judicious choices in flow components is at the heart of our commitment to quality.
Who We've Worked With
