Secretary in Hobbs, New Mexico at Graco Oilfield Services

Summary of Position

The Secretary is responsible for providing clerical and administrative support to the Store Manager while promoting effective service to Graco customers and employees. This position supports daily store operations, maintains clear communication between the store, corporate offices, and employees, and represents the company professionally both internally and externally.

Essential Functions

• Provide clerical support to the Store Manager, including preparation of reports, memos, letters, presentations, spreadsheets, databases, and other documents.
• Assist the Store Manager with preparation of daily and operational reports, including morning reports, sales and mileage logs, delivery tickets, and purchase orders.
• Maintain customer confidence and protect company operations by keeping confidential information secure.
• Maintain clear and consistent communication between store management, corporate offices, customers, and employees.
• Coordinate mail and shipment activities, including sorting, delivering, purchasing postage, arranging shipments, and sending certified mail as needed.
• Maintain office and store supplies by monitoring inventory levels, anticipating supply needs, placing orders, expediting orders, and verifying receipt of supplies.
• Maintain correspondence between store management and customers; answer incoming calls and provide assistance or direct callers to the appropriate contact.
• Assist store management and corporate personnel with hiring, onboarding, and payroll processing support for the assigned store location.
• Assist store management and corporate accounting with timely processing of invoices, credit applications, delivery tickets, and other customer billing documents.
• Enter invoices for payment into the RTMS system for processing by accounts payable.
• Communicate with store customers regarding credit applications and coordinate processing with corporate accounting staff.
• Organize work by reading and routing correspondence, collecting information, and initiating communications as needed.

Skills / Qualifications

• High school diploma or equivalent and one (1) to four (4) years of experience in an office environment.
• Knowledge of Microsoft Office software, including Word, Excel, and PowerPoint.
• Ability to multi-task and manage frequent interruptions while completing daily duties.
• Strong interpersonal, verbal, and written communication skills.
• Ability to work independently while interacting professionally with managers, employees, customers, and corporate staff.
• Must be able to maintain confidentiality and handle company, employee, and customer information appropriately.

Work Environment & Physical Requirements

• Work is primarily performed in an office or store environment, with routine interaction with employees, customers, vendors, and corporate personnel.
• Position requires frequent use of a computer, telephone, printer, scanner, and other standard office equipment.
• Must be able to sit, stand, walk, bend, reach, and perform routine clerical tasks during the workday.
• May occasionally lift, carry, or move office supplies, files, shipments, or related materials up to 25 pounds.
• Work may involve frequent interruptions, changing priorities, and time-sensitive administrative requests