Administrative Assistant in Omaha, Nebraska at Harms Oil

Position Summary:

Reporting to the President of Omaha Operations, this position serves as the first point of contact for administrative requirements for Harms Oil in the Omaha office. The Administrative Assistant handles secretarial tasks including providing data, and communication among the Omaha Office. This position also has responsibility for maintaining company data, communicating with customers and vendors and overall office organization.

Responsibilities/Duties:

• First point of contact for office management of Harms Oil, Omaha Office
• Answer telephones and direct callers to the appropriate associate. Provide callers with information such as company address, directions to the company location, company website, and other related information.
• Prepare for, greet, and direct visitors to the company.
• Receive, sort and forward incoming mail and publications. Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Manage customer deposits and petty cash drawer for Harms Oil, Omaha Office.
• Order office supplies.
• Assist with other related administrative duties such as photocopying, faxing, data entry and filing.
• Assist callers with customer service questions, concerns, and requests. Quote pricing, receive and enter orders, field complaints, and re-route or elevate callers to other associates as needed.
• Track and ensure follow up and completion of customer and vendor related issues.
• Provide assistance to the VP of Operations of Harms Oil
• Create sales reports and communicate to management and various company teams.
• Create sales flyers, publications, route calendars, and other marketing and advertising materials for the business. Distribute materials to associates and customers.
• Enter and track new customers. Complete credit and reference checks on potential customers.
• Assist with legal concerns. Ensure all form for small claims are completed accurately, and file documents in a timely manner.
• Performs other duties and responsibilities as required or requested.

Knowledge/Skills/Abilities:

• Proficient in Excel, with knowledge of basis office computer systems.
• Timely, with a proven track record of completing time-sensitive deliverables on schedule.
• Accurate with a high level of attention to detail.
• Self-directed and able to prioritize and meet deadlines with professional, quality results.
• Proven organizational skills, including the ability to effectively handle multiple, concurrent priorities.