Administrative Assistant (Admin/Customer Service)

Administrative Assistant (Admin/Customer Service)

Remote (Eastern Time Zone M-F 9- 5 PM)

Requires: At least 3 years of administrative assistance or office manager experience and customer service skills

 Our client is a small, rapidly growing firm that represents some of the top, best-selling brands in the decorative lighting industry. The company serves the retail and home construction markets in New York City, New Jersey and eastern Pennsylvania. This is an opportunity to learn and advance professionally for someone who is interested in a customer service and/or office management career.

Responsibilities of the remote Administrative Assistant:

This pivotal role serves the general administrative functions of the company, including managing executive calendars for the firm’s principals, and assisting with Customer Service/ Inside Sales functions. The Assistant interacts with the company’s customers by addressing inquiries and resolving issues, generally providing a high level of customer support on products and services. Interacts with customers via email and telephone to provide support and information on products and services.

·         Review, submit and process customer purchase orders, RGA/parts requests to ensure all needed info is correct.

·         Ensures that appropriate actions are taken to answer customers’ questions and resolve concerns.

·         Maintains customer accounts and records of customer interactions with details of inquiries, issues, or comments.

·         Prepares sales materials and presentations.

·         Assists in developing, creating, implementing, and administering marketing and advertising campaigns including social media to drive sales.

·         Trains customers on products.

·         Provides administrative services such as answering emails and phones, handling orders, working with vendors, running reports, managing projects, and preparing documents and presentations.

·         Oversees virtual office and related business functions.

·         Maintains records of inventory; orders new products as needed.

·         Maintains office files; implements an efficient system for other staff to access files and records.

·         Obtains, reviews, submits, and files employee time sheets in accordance with Company requirements.

·         Ensures all expense reports and proper documentation are submitted in accordance with Company requirements; provides to management for review and approval.

·         Develops policies, practices, and procedures and implements best practices.

·         Performs other related duties as assigned.

Qualifications of the Remote Administrative Assistant:

·         At least 3 years of administrative or office management experience required, with associated experience in customer service & sales support

·         High school diploma or equivalent

·         Proficient with Microsoft Office Suite, including Excel

·         Familiar with a CRM system; Empowering Systems platform a plus

·         Experience with virtual office management procedures is a plus

·         Excellent verbal and written communication skills.

·         Exceptional interpersonal and customer service skills.

·        Strong organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines.

·         Service-oriented and able to resolve customer issues.

·         Ability to learn, product, service, or areas of customer service specialization.

Keywords: Executive Assistant, EA, Office Manager, Administrator, customer service, sales support, inside sales, virtual office, CRM