Administrative Assistant in Council Bluffs, Iowa at Rueter & Zenor Co

Job Summary:

Provides superior customer service experiences while handling general office support including answering incoming calls, greeting customers, handling mail, invoices, and accounts payable, requisitioning office supplies, and organizing communication and activities.

Essential Duties:

1. Answer phones in a professional and courteous manner

2. Greet and assist customers when they enter the store

3. Assist maintaining customer accounts

4. Assist customers with questions or issues regarding their Rueter’s account and or equipment purchases/rentals. Notify store leads immediately of unresolved issues.

5. Open and distribute mail, take mail to post office as needed

6. Receive payments from customers and update account information in DIS system

7. Receive and deposit checks/payments daily into bank

8. Maintain strong line of communication with accounting department

9. Assist salesman with equipment quotes, rental agreements, customer account information and any other tasks assigned.

10. Draft rental agreements and track delivery/return of equipment

11. Run equipment sales and send paperwork to appropriate department

12. Assign stock numbers to all new and used equipment as needed

13. File machinery invoices, customer invoices and rental agreements

14. Mail customer statement monthly

15. Update inventory from DPOs as needed

16. Update customer insurance information as needed

17. Track and review fuel receipts for location’s fleet

18. Balance petty cash drawer

19. Run errands as needed or requested by store manager

20. Order coffee bar supplies and vending supplies as needed

21. Attend trainings and seminars as requested

22. Prepare and host meetings held at the store.

23. All other housecleaning or tasks assigned by the store manager

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Competencies:

• High school diploma or GED

• Proven ability to meet deadlines and organize multiple tasks

• Previous administrative experience

• Exceptional written communication skills

• Previous experience with QuickBooks and Accounts Payable duties

• Excellent time management skills

• Computer Literacy including proficiency in Microsoft Word, Excel, and PowerPoint

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

This job operates in a professional office environment, but may require travel between locations, banks, clients, etc. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This job requires the employee to lift at least 25 pounds infrequently.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are typically Monday through Friday, 7:30 a.m. to 5 p.m. with some evening and weekends as necessary.

Travel:

No overnight travel is expected for this position. There may be occasional local day travel.

EEO Statement:

Rueter’s is an equal opportunity employer. Rueter’s provides equal opportunity to all employees and job applicants without regard to age, race, national origin, religion, sex, gender, gender identification, sexual orientation, disability, genetic information, military status, or other protected classifications.