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Administrative Assistant - Lubricants

Company: Aloha Petroleum, Ltd
Location: Honolulu
Posted on: November 10, 2019

Job Description:

OVERVIEW

ADMINISTRATIVE ASSISTANT - LUBRICANTS



PRIMARY PURPOSE:



Supports the sales and operations of the Lubricants Department, including work on confidential material for a team of sales and operations staff members. Works under the direct supervision of the Lubricants Manager.





ESSENTIAL DUTIES/FUNCTIONS:

* Support field staff & customers with:

* Pricing

* Product availability

* Safety data sheets

* Product information

* Special orders

* Manages the order desk.

* Conducts outbound phone calls to seek orders.

* Receives inbound phone calls for product inquiries and placement of orders.

* Inputs orders received through email.

* Maintains the delivery schedule for efficient use of company logistics.

* Processes varying freight allocations to determine landed cost of each product received into the warehouse.

* Completes credit card and will call transactions.

* Logs product transfers.

* Codes invoices for payment.

* Maintains customer files Contacts, price quotes, order history, and special instructions.

* Reconciles discrepancies in all transactions.

* Develops relationships with key customer contacts.

* Processes customer telephone orders for product deliveries.

* Maintains customer and other files in electronic and hard copy formats.

* Prepares purchase orders, delivery tickets and delivery schedules.

* Interacts with customers, contractors, suppliers, governmental agencies, and other employees.

* Maintains accurate physical inventory records to match book inventory as recorded by Operations and Accounting.

* Responsible for scheduling deliveries.

* Produces and furnishes company documents for transactions and billing as required.

* Facilitates accurate records/transfers /blending/receipts/deliveries/sales into Aloha s Enterprise system.

* Responds to customer inquiries.

* Is able to learn the product offering and can use resources to assist manager with answering customer s questions.

* Completes all documentation for product sales and inventory control.

* Supports outside sales staff with customer assistance.

* Assists Will-Call customers with product retrieval and payment transactions.

* Communicates issues concerning scheduling, inventory control, safety and other operational issues.

* Maintains all work areas in a clean, safe and organized fashion.

* Performs other duties as required.



WORKING CONDITIONS:

* Works in an office located inside a warehouse.


Equipment Use:

* Frequent use of computer, printer, copier, phone

* Occasional use of standard office equipment.



Works Hours:

* Monday through Friday 6:00 a.m. to 2:30 p.m. Flexibility to work rare extended hours and weekends as necessary.



MENTAL DEMANDS:

* Requires attention to detail, concentration and alertness in performing oral and written communication duties.


PHYSICAL DEMANDS:

* Requires sitting and use of keyboard for extended periods.

* Frequent reaching, use of eye-hand-foot coordination, depth perception, and wide field of vision for operating miscellaneous office equipment

* Occasional stooping, kneeling, crouching, standing, use of eye-hand-foot coordination for operating a vehicle, walking, or visiting/working at other sites, pushing, pulling, lifting, and carrying up to 45lbs

* Seldom climbing or balancing.



COMMUNICATION DEMANDS:

* Effectively communicates in a professional manner using both oral and written skills.



QUALIFICATION REQUIREMENTS:



Skills/Knowledge:

* Proficient in PC skills with a Windows environment.

* Proficient in Microsoft Office, Excel, Word, and Outlook

* Proper use of oral and written Standard English grammar.

* Possesses knowledge of general office practices and procedures

* Possesses knowledge of clerical principles and practices such as filing, operating office equipment, etc.

* Ability to perform receptionist and telephone responsibilities.

* Ability to follow oral and written instructions.

* Ability to establish and maintain effective working relationships with customers and other employees.

* Ability to prepare business letters, reports and correspondence.



Education/Training:

* High School Diploma

* Some college preferred

* Valid Driver s License with clean traffic abstract desirable



Preferred Experience:

* 2 years of administrative or caseload experience

* 2 years of direct sales or customer service desirable



REPORTS TO:



Lubricants Sales & Operations Manager

Aloha Petroleum, Ltd. is an Equal Employment Opportunity / Affirmative Action employer and provides reasonable accommodations in its application process for qualified individuals with disabilities and disabled veterans. If you have difficulty using our online system due to a disability and need an accommodation, please send your request to:

hrapps@

or call (808) 522-9755

or fax (808) 532-2773

Keywords: Aloha Petroleum, Ltd, Honolulu , Administrative Assistant - Lubricants, Administration, Clerical , Honolulu, Hawaii

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