Administrative Assistant at Maryland & Virginia Milk dba Maola – Newport News, Virginia

Administrative Assistant
Job Category: Administration
Requisition Number: ADMIN004331
Full-Time
Newport News, VA 23605, USA

Why you will love working at Maola®:

• Built on over a century of dedication, Maola is always looking ahead—investing in our people, strengthening our communities, and securing fresh, local dairy for the future.
• Join a farmer-owned cooperative rooted in integrity, sustainability, and a passion for providing fresh, high-quality Maola dairy products.
• We prioritize your well-being with competitive pay and a comprehensive benefits package, including Medical, Dental, Vision, 401(k) with employer match, Life Insurance, paid time off, and more—available within your first month.
• Our employees are an integral part of who we are — what you do and what you think matters

SUMMARY

Receives callers at establishment, directs callers to destination/and or takes accurate phone messages. Greets visitors professionally, determines their needs and directs them to the appropriate party. The Administrative Assistant will also respond to customer complaints and complete School Bid Forms.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Routes incoming calls, takes and communicates accurate messages to employees.
• Greets visitors, obtains appropriate information and advises employee of visitor's arrival.
• Distributes all incoming mail. Assists with outgoing mail and Fed Ex, including AR statements and AP checks.
• Orders and distributes all office supplies.
• Provides assistance with data entry and filing.
• Provides accounting support as needed. This includes bank deposits from 14 branch locations and various deposit spreadsheets for reconciling purposes.
• Research customer and sales request for invoice copies, pulls and sends to the appropriate departments.
• Run queries, download into excel or PDF to send statements via email.
• Responds to customer complaints.
• Completes School Bid Forms.
• Other duties as assigned.

BASIC REQUIREMENTS

• At least a high school degree or equivalent with at least 2 years of related experience.
• At least 2 years of experience with phone etiquette (answering, transferring, resolving customer concerns, etc.)
• At least 2 years of experience with data entry, and completing data reconciliation.
• At least 2 years of experience interfacing with customers regarding orders and providing positive resolutions.
• At least 2 years of experience with Microsoft Office suite (MS Word, Power Point, Excel).
• Experience with order management software, SAP experience preferred.
• Experience working in a fast paced, high energy environment.
• Experience exercising discretion, discernment and confidentiality.

COMPETENCIES

• Communication
• Communicate clearly and effectively through multiple channels – oral, written, visual, and non-verbal – ensuring our messages are understood and delivered appropriately, whether in-person or digitally.
• Accountability
• Take responsibility for actions and anticipate challenges before they arise.
• Solve problems both within and outside of departments, proactively addressing issues as they occur.
• Customer Focused
• Prioritize understanding and meeting both internal and external customer needs.
• Ensure high levels of satisfaction and loyalty by anticipating customer requirements and striving for exceptional service.
• Initiative
• Proactive in identifying opportunities and addressing potential threats.
• Act independently and decisively, rather than waiting for situations to demand action.
• Problem-Solving
• Possess the ability to identify and address complex issues with minimal guidance.
• Skilled at analyzing challenges and finding practical, effective solutions.
• Collaboration
• Take responsibility for deliverables while also supporting others to ensure that collective goals are met.
• Able to work harmoniously with others toward a common goal, recognizing and valuing each person’s contributions, is fundamental to successful collaboration.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision for computer work and ability to adjust focus. The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The individual would encounter normal office environmental conditions.
• The noise level for the work environment would be considered in the moderate range (example: computers, printers, light traffic).

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.