Role and Responsibilities
First point of contact with answering all phone calls, taking notes and providing information to client. Assisting the Office Coordinator with the following:
· Customer Service
o Answer and direct phones calls.
o Check Voicemails, take notes and direct or respond to messages.
o Correspond and distribute emails, letters, and forms.
o Act as point of contact for clients.
o Receive and organize Job Details on Service Request Form and on Calendar.
o Call customer with schedule and timeframe options and confirmations.
o Communication with Office Coordinator
· Schedule
o Tentatively add new jobs to Calendar: Full job details including client information, addresses, packing lists, freight information, storage information, etc.
· Receiving freight (USPS, FedEx, UPS, Freight Forwarders, 20’ & 40’ Containers)
o Maintain warehouse receiving procedure for freight received to warehouse.
o Sign for and inspect (for exterior damage) boxes and freight received to warehouse.
o “Check In” or cross check items received with freight bill or paperwork and notify of any discrepancies.
o Identify, Assign ID#, Create Labels and Inventory for shipments received
o File, Scan and Organize Waybills and other paperwork.
o Notify client of items received.
o Move boxes and freight in and out of warehouse by lifting up to 50lbs or pallet jack.
o Communication with Office Coordinator
· Freight & Container Logistics Assistance
o Collect information needed to request quote from shipping agents.
o Create Waybill and Shipping Labels
o Track shipment thru final destination and provide client with updates.
o Follow up with client day after delivery to confirm receipt of items in good condition.
o Communication with Office Coordinator
· Office
o Assist with preparation of regularly scheduled reports.
o Collaborate with other managers and administrative personnel to handle requests from company owner.
o Maintain filing system
o Maintain office policies and procedures
o Order office supplies and research new deals and suppliers
o Keep office space tidy and clean.
Qualifications and Education Requirements
· Experience as an administrative assistant or office admin.
· Knowledge of office management systems and procedures.
· Working knowledge of office equipment like phones, printers and internet devices.
· Excellent time management skills and the ability to prioritize work.
· Attention to detail and problem-solving skills.
· Excellent written and verbal communication skills.
· Strong organizational skills with the ability to multi-task
· Proficiency in Microsoft Excel, Word and Office
· High School Diploma or GED; additional qualification as an administrative assistant or Secretary will be a plus.
Bonus Skills- Please let us know if qualified in any of the following:
· Any experience in QuickBooks online; not necessary.
· Any experience in warehousing, dispatching, freight and shipment receiving, management and coordination is a huge plus but not necessary.
Benefits:
-Medical, Dental, and Vision benefits after 4 weeks @ 20+ hours.
-401K benefits after 1 year @ Full-Time.
This company is an at-will employment company. This position is contingent on 90 days of successful probationary period based on attendance and work abilities.
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Expected hours: 38 – 42 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Education:
- High school or equivalent (Preferred)
Experience:
- Office: 2 years (Preferred)
Location:
- Kailua-Kona, HI (Required)
Shift availability:
Work Location: Multiple locations