Admin Assistant/Front Desk Coordinator in anaheim, California at TOTAL WAREHOUSE INC

The Admin Assistant / Front Desk Coordinator is the first point of contact for customers, vendors, and employees, ensuring smooth daily operations in a fast-paced material handling environment. This role involves managing front desk activities, answering and directing calls, greeting visitors, processing orders, and coordinating deliveries.

Job Responsibilities:

• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office and Excel or related software.
• Assist with document processing, including invoices, purchase orders, and shipping paperwork.
• Order and maintain office supplies as needed.
• Maintain and update customer records, logs, and databases.
• Answer and route incoming phone calls, conduct follow-ups, and document all interactions appropriately.
• Welcome walk-in guests and customers, providing excellent front desk support.
• Review TW Call Center emails daily to address missed and after-hours calls (SAS).
• Provide backfill support by responding to email leads received through the website.
• Update and maintain the Master Phone List and Group Email List using internal tools.
• Manage and coordinate travel arrangements for employees and executives as needed.
• Monitor and troubleshoot issues related to the Uber Business Account, assisting with common questions.
• Place and track monthly orders for office supplies through Costco and Amazon, ensuring pantry and kitchen supplies are restocked and organized.
• Receive, sort, and distribute incoming mail and packages promptly.
• Support operations by providing backfill assistance with vendor coordination.

Education and Qualifications:

• High School Diploma in related field required.
• Prior related office experience preferred.
• Prolonged periods of sitting at a desk and working on a computer.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Must be able to have manual dexterity to operate equipment and tools required on the job.
• Must be able to quickly and repeatedly adjust the controls of a machine or a vehicle to exact positions.
• Must be able to sit for long periods on in an auto to reach job destinations. Must occasionally lift and/or move up to 20 pounds.
• Vision abilities include close vision and ability to adjust focus.
• Ability to function in work environment with moderate noise level from several sources creating constant activity.