Administrative Assistant-Phoenix

TILE: Administrative Assistant

DEPARTMENT: Operations

REPORTS TO: Branch Manager

SUPERVISES: N/A

POSITION SUMMARY:

The Administrative assistant reports to the Branch Manager and is the liaison between the Sales and Operations team. The admin role regularly checks and enters data to track data and any driver errors are corrected, and to address any customer concerns. The admin conveys customer questions, concerns, and requests to the customer service team as required. The admin assistant must be able to work in a fast-paced environment with high work order volume, pay close attention to detail, be extremely organized, and be able to recognize changes in demand to prioritize workflow.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Fuel inventory monitoring monthly and does the checks and balances utilizing Excel and Word documents on all the Lube and Fuel delivery paperwork. Become knowledgeable in product portfolio. Properly send inspections, reports and documents via email.

Identify customer needs/concerns and address them with the proper department. Follow up with customers/sales representatives/operations department concerning all customer needs/concerns. Assist the operations team with calls and proposals as required. Maintain open communication with sales and operations staff.

Attend sales and operations training as required. Assist in creation and utilization of customized ordering tools. Comply with all appropriate safety related policies and procedures. Complete daily tasks in a timely and efficient manner.

QUALIFICATIONS:

High school diploma or equivalent; undergraduate degree preferred

Experience in petroleum/lubricant industry distribution strongly preferred

Minimum three years demonstrated customer service experience

Able to work various scheduled hours and overtime

Must have a valid driver’s license.

Must have a high level of accuracy and attention to detail

Possess excellent skill in Outlook, Word, and Excel

PHYSICAL DEMANDS:

Ability to lift boxes weighing up to 75 pounds

Ability to work outdoors and be exposed to weather conditions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions