Harvest International Inc. Administrative Assistant & Reception-Description of Responsibilities

Scope of Duties and Responsibilities:
A. Primary Aim: To serve as the first responder in customer relations facilitating their requests and serving as the inside office logistics person – Insuring that the flow of information is moving into the various departments appropriately.
B. General Expectations and Effective Skills Used
Directly responsible to Director of Inside Sales & Customer Service and works closing with office operations.

1. Organizational skills are required to maintain the necessary order and locations of materials within the office.
2. Communication skills are required to communicate with customers, colleagues and employees.
3. Multi-tasking skills are necessary to handle several things coming in at the same time.
4. Technology skills; Such as computer skills in Microsoft Word, Microsoft Office, Excel, Corporate Software.
5. People skills are required to deal with customer attitudes or relaying a position disposition to the people encountered.

Tasks & Key Responsibilities:
Reception Duties:
1. In a friendly manner great and direct ‘walk-ins’ to appropriate department.
- See procedure for scheduled vs. unscheduled visitors.
- Keep track of meeting room openings.
2. Answer telephone calls: transfer and take messages as needed.
- See procedure.
3. Handle general emails either by a forward or a response as directed.
4. Manage appointment calendar for arranged incoming visits of vendors, customers, and others.
- People need to let you know about pending visitors.
5. Handle incoming (sorting & distribution) and outgoing mail.
6. Manage ‘inbox’ and ‘outbox’ for all office staff, routing to the appropriate destinations – as frequently as needed.
7. Distribute office supplies and monitor supply levels as needed to maintain supply.
8. Run errands as necessary or as schedule allows.
9. Print employee handbooks, facilitate other informational print outs.
10. Filing files and documents for management when needed.
11. Mail-outs, postage applications (for Sales Department)

Administrative Assistant Duties:
1. Handle fax, copies, scan duties for office, sales, and management personnel.
2. Editing of information (when necessary) that is to be distributed for management.
3. Production: Enter welding production numbers and print reports.
4. Production: Enter parts produced on laser.
5. Production: Welding and assembly production reports printed and disbursed every morning.
6. Shipping: Receiving tags to drivers for incoming loads.
7. Shipping: Forms and shipping labels as needed for UPS, etc.
8. Special Projects: Be prepared to schedule one time projects within the scope of ability.
9. Data Entry: Tasks may include data entry with either ongoing or special projects.
10. Warranty Registrations: Scan and file as they are received.
11. Weekly Sales Reports to be forwarded to management as needed.
12. Return Material Authorizations.
13. Customer Supplied Product.
Extra Occasional Duties:
1. Take notes at major meeting and turn into minutes.
2. Make scheduling arrangements, reservations for management and sales personnel as needed.
3. On special occasions, assist in hosting duties (serving pop/coffee to guests)

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Storm Lake, IA 50588: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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