Craft Kitchens - Administrative Assistant

SUMMARY

The Administrative Assistant is a key support role responsible for ensuring a seamless and professional experience for every customer who contacts or utilizes the facility. This position requires a proactive, friendly, and detail-oriented individual who can manage various tasks with efficiency and professionalism. The Administrative Assistant is responsible for ensuring the Craft Kitchens remain presentable and fully operational, coordinating and supporting meetings by setting up and troubleshooting technology, and maintaining a smooth flow of operations across administrative duties.

In addition to managing customer interactions and facility operations, the Administrative Assistant will be tasked with entering and maintaining accurate data in company systems, managing office supplies inventory, and performing clerical duties such as filing, document preparation, and correspondence. As the first point of contact for customers, this role requires a person who is dependable, highly organized, and able to provide outstanding customer service in a fast-paced environment.

The Administrative Assistant will be expected to handle a variety of responsibilities, maintain the highest level of professionalism, and work collaboratively with various teams to support the overall success of the organization. This is a vital role to ensure that both the Craft Kitchens and administrative systems run smoothly while creating an exceptional experience.

RESPONSIBILITIES BY COMPETENCY:

Business Results Orientation

- Coordinate printer maintenance by maintaining appropriate levels of copy paper and toner at the Craft Kitchen Facility, which requires lifting up to 10 pounds multiple times per day (e.g., loading copy paper or toner into photocopy machines).

- Process and code invoices for purchases related to the area of responsibility in a timely manner, ensuring they are forwarded to accounting for prompt payment processing.

- Maintain consistent attendance and adhere to designated safety practices, promoting a safe and productive work environment.

- Ensure cleanliness and organization of the meeting rooms at the Craft Kitchens Facility. Responsibilities include vacuuming, moving and arranging chairs requiring lifting up to 25 pounds, wiping surfaces, and maintaining overall tidiness to ensure rooms are clean, orderly, and ready for use.

- Assist with additional tasks as required, demonstrating flexibility and supporting other duties that may arise to contribute to the overall success of the team.

- Complete lunch-order forms when needed.

- Input all vendor orders that are processed through EDI (including but not limited to grocery customers)

- Jera Supplyit Responsibilities: Daily orders processing, creating all daily production paperwork, generating invoices in a timely manner, applying credit invoices accordingly, entering data into daily cogs spreadsheet, maintaining accurate spreadsheet, and sharing information with Accounting for reconciliation

- Print all required labels which requires lifting spools of labels into the label printing machine.

- Order Bread and other items as needed

- Update all vendor pricing as needed

Communication

- Keep supervisor updated on the progress of current tasks, promptly reporting any issues, discrepancies, or obstacles that may arise to ensure a smooth workflow.

- Manage incoming company mail, including sorting, opening, and reviewing correspondence, and ensuring it’s directed to the appropriate departments or individuals in a timely manner.

- Exhibit strong telephone etiquette by communicating professionally and effectively, ensuring clear and courteous interactions with both customers and internal teams.

- Prepare outgoing mail and packages, ensuring proper documentation, labeling, and packaging for timely pick-up and delivery.

- Manage meeting room schedules, proactively resolving any scheduling conflicts as they arise to maintain an organized and efficient environment.

- Draft professional business correspondence by composing and constructing business letters as needed, maintaining a high standard of professionalism in all written communication.

- Collect information via phone from customers regarding their complaints, complete the appropriate form and perform follow ups as needed

- Print and post calendars and company information on a weekly basis for meeting rooms and resolve scheduling conflicts as they arise

- Gather information and create badges as needed

Customer Service Orientation

- Answer and manage incoming calls on a multi-line phone system, efficiently determining the purpose of each call and promptly forwarding them to the appropriate personnel or department.

- Greet and assist on-site visitors in a professional and welcoming manner, which may involve pushing or pulling doors including the main building entrance to provide access, ensuring they are promptly announced to the relevant staff or department for further assistance.

- Respond promptly to requests for forms, documents, or other information within the areas of responsibility, ensuring accurate and timely delivery to the requesting parties.

- Address and resolve customer complaints with professionalism and empathy, taking the necessary steps to ensure customer satisfaction and maintaining a positive relationship with the company.

- Maintain a positive customer service presence by ensuring that all calls, emails, and interactions are handled with care, professionalism, and efficiency.

- Track and follow up on customer inquiries or concerns, ensuring issues are addressed promptly and follow-through is completed to the customer’s satisfaction.

Developing Talent

- Collaborate as a team member to contribute to the improvement of individual, departmental, and organizational performance, working together to achieve shared goals and objectives.

- Continuously challenge oneself to enhance and develop relevant skills and knowledge, staying proactive in growing professionally within the scope of the position.

- Share expertise and experience by providing support, guidance, and knowledge to colleagues as needed, fostering a collaborative and growth-oriented work environment.

- Participate in training sessions to further professional development, in alignment with company guidelines, ensuring continuous improvement and proficiency in role-specific tasks.

- Engage in company-sponsored training to deepen understanding of the company’s goals, values, and strategic initiatives, ensuring alignment with organizational priorities and contributing to company success.

- Complete required safety training and any additional courses as necessary to maintain a safe work environment and adhere to company safety protocols.

Technical Expertise

- Respond to inquiries about the company, providing accurate and helpful information to callers, including directions, address details, and any other relevant information to assist them effectively.

- Maintain expertise in office equipment within the scope of responsibility, ensuring a thorough understanding of functionality, troubleshooting, and proper maintenance to keep all equipment running smoothly.

- Develop and stay current on purchasing and office administration procedures, ensuring compliance with internal policies and contributing to efficient and organized operations.

- Cultivate proficiency in necessary software programs, ensuring you are well-versed in the tools required to successfully complete assigned tasks and projects, and continuously improving technical skills as needed.

- Follow all safety protocols and guidelines set forth by Wallis Companies, adhering to established safety standards and immediately reporting any safety incidents or concerns to the supervisor for prompt resolution.

- Support office operations by assisting in maintaining inventory systems, managing office supplies, and ensuring timely restocking to avoid disruption of workflow.

SUPERVISORY RESPONSIBILITIES

This position has no direct reports.

QUALIFICATIONS

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.

Education: Required: Equivalent to high school diploma Preferred: Specialized training in administration/office procedures

Experience: Strongly Prefer 1-3 years’ prior experience in an administrative role

Language Skills: Ability to read, write, speak, and understand English in a manner that is

sufficient for effective communication with groups of managers, clients, customers, and the general public.

Skills and Abilities:

Routine and repetitive tasks that follow established procedures, requiring minimal individual judgment and offering limited flexibility in approach. The role requires strong communication skills, particularly the ability to interact professionally and effectively with customers over the phone. Attention to detail and a keen ability to adhere to procedures is essential. Must maintain a friendly and helpful demeanor with customers at all times, along with strong organizational skills to manage tasks efficiently.

Technology, Tools,

And Equipment: Proficient in using computers, Microsoft Office Suite, and Apple products, including smartphones. Experienced with operating a multi-line phone system, copiers, printers, faxes, and postage machines. Skilled in using Publisher and PowerPoint. Capable of operating a laminator and other office equipment as required.

Certificates, Licenses

and/or Registrations: None required

PHYSICAL DEMANDS

The physical demands described below 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.

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

See:

Must be able to read computer screen and reports.

X

Lifting

X

Stand/Walk:

Occasional visits to other locations in the building.

X

Up to 10 pounds:

X

Sit:

Must be able to perform work at desk, computer, filing, etc.

X

Up to 25 pounds

X

Touch/Grasp/Feel:

Must be able to input electronic data, manipulate paper, phone system

X

Up to 50 pounds

X

Climb or balance:

X

Up to 100 pounds

X

Stoop, kneel or crawl:

X

Over 100 pounds

X

Talk or hear:

Must be able to communicate in person and on telephone system

X

Working conditions:

Office atmosphere

X

The physical demands described below 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.

- Must be able to lift up to 25 pounds multiple times per day (e.g., loading copy paper or toner, loading label spools, moving chairs/tables).

- Must be able to push and pull doors (including the main building entrance and restroom doors) and move light office furniture or equipment as part of cleaning or room setup.

- Must be able to read computer screens and reports.

- Stand/Walk: Occasional visits to other locations in the building.

- Sit: Must be able to perform work at desk, computer, filing, etc.

- Touch/Grasp/Feel: Must be able to input electronic data, manipulate paper, operate phone system.

- Talk or Hear: Must be able to communicate in person and on the telephone system.

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.