Administrative Assistant

Administrative Assistant Hubbell Electric Heater Co - 4.0 Stratford, CT Job Details 1 day ago Qualifications Basic math Full Job Description Summary Performs the necessary processing of: Order Entry, Customer Service, Invoicing, Shipping, Quoting, and general front office responsibilities. Essential Duties and Responsibilities Enter customer orders accurately into company systems. Send customer order acknowledgements. Create DBI invoices for advance pay customers. Create shipping labels and shipping documentation. Prepare documentation for international shipments. Pack out orders as needed. Process BTO (Build to Order) orders and coordinate with Purchasing while maintaining updated order status. Attend production meetings and communicate order updates to customers. Maintain and track On Hold and Advance Payment orders. Pull orders when requested. Answer incoming phone calls and provide customer support. Perform filing and general office administrative duties. Cross train in Food Service, Shipping, LTL, RMA's, Bill & Credit processing, Reception coverage, job closings, and invoicing functions. Handles incoming Program calls received from customers and Hubbell crews/subcontractors. Prepares all necessary forms as applicable for the assessment, permitting, installation, replacement, or removal of equipment. Coordinates daily schedules and activities of in-the-field installation crews and independent subcontractors. Sets up customers in all systems required for accounts and payments, including completing and organizing all necessary customer forms, agreements, and documentation. Contacts Program customers to verify information and schedule appointments. Processes permits as required for program installations. Prepares invoices, weekly activity reports, and weekly sales reports as necessary for Program activities. Reviews, modifies, and enters customer orders for pricing, nomenclature, and ship dates as required through the Sales Order Entry process. Routes orders to departments for jobs, shipping, invoicing, or fulfillment as required. Prepares shipping documents such as bills of lading and labels needed for each order per the Shipping Process. Performs the processing of RMA's, Bill & Credit orders, shipping, and invoicing as applicable to the position. Confers with production, technical, sales, and shipping personnel as needed. Quotes parts and basic catalog items to customers. Cross trains to provide back-up support to other administrative staff. Performs all other duties as assigned. Supervisory Responsibilities None Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The minimum requirements listed below are representative of the education, knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills & Abilities Language Skills:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively communicate and present information in one-on-one and small group situations to customers and employees of the organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratio and percent.

Reasoning Ability:

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Physical Requirements General office environment. Ability to continuously stand or walk. Required to have close visual acuity to perform an activity such as: preparing and analyzing written and electronic figures and viewing a computer terminal. Constantly perform desk-based computer tasks. May occasionally involve repetitive movements. Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, bend, lift, carry, push and pull objects that weigh 15 pounds or less. Multi-tasking with frequent interruptions. Occasionally write by hand, use a telephone, twist, bend, stoop, and squat. Working Conditions May require extensive work hours during peak business planning cycles.

HUBBELL WORK STANDARDS

Interpersonal Skills:

Demonstrates the ability to work collaboratively with stakeholders: coworkers, clients, vendors and potential customers.

Promote Culture of Safety:

Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable Hubbell policies and procedures, including but not limited to the personnel policies. Respect for the compliance requirements a manufacturing company faces, preferably gained through experience with government contracting regulations.