Job description

Forest Products Administrative Assistant
Department: Conroe office
Reports To: Vice President, Southwest Operations
Classification: Nonexempt
Summary/Objective: Responsible for performing a variety of administrative functions in support of the Conroe office employees, southwest members, and Accounting team.
Essential Functions:

• Forest Products team support including entering and tracking orders in the order entry system.
• Managing logistics and reload orders for the south and southwest operation
• Track contract and execute contract orders for membership
• Provide bookkeeping support (through Excel) for SWAPs and FUTURES transactions
• Support the southern membership and HQ Accounting in terms of depositing checks and scanning remittance
• Act as primary reception for the office building and back-up for main reception phone coverage
• Coordinate IT and facilities services for meetings in Conroe location
• Manage accommodations and group travel for staff as needed.
• Manage office events as directed, including setup, supplies, food procurement, and reservations.
• Monitor and maintain supply inventory for the Conroe location
• Answer overflow of department calls, connect appropriate person or take detailed messages, which could include inquiries and/or quotes.
• Process acknowledgements and invoices for accuracy in pricing, discounts, etc.
• Generate quotations and purchase orders on directs as needed.
• Maintain Vendor Contact and Distribution Lists (tags) when needed.
• Update any Random Lengths spreadsheets and/or charts and upload any information to the intranet
• Investigate all transportation service delays and provide information to appropriate personnel.
• Provide accurate, prompt, and timely transportation freight rates and assistance when requested.
• Verify all daily rail trace reports.
• Shop third party logistics services for best rates.
• Assist Accounting with payment posting and bank deposits
• Other duties as assigned

Competencies:

• Time Management
• Organizational Skills
• Communication Proficiency
• Computer Proficiency
• Customer/Client Focus

Supervisory Responsibilities

• The Forest Products Administrative Assistant role has no supervisory responsibilities

Work Environment

• This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, fax machines, and filing cabinets.

Physical Demands:

• This is a largely sedentary role. While performing the duties of this job, the employee is regularly required to talk or hear.

Position Type/Expected Hours of Work:

• This is a full-time position. Hours of work are Monday through Friday, 8:00 am to 5:00 pm, 40 hours per week.

Travel:

• No travel is expected for this position

Required Education and Experience:

• High school diploma
• Experience with Microsoft Office
• At least 2 years of experience in receptionist or administrative support role

Preferred Education and Experience:

• Associates degree
• 5 years of experience in an administrative support role

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time

Job Type: Full-time

Pay: $19.00 - $23.00 per hour

Schedule:

• Monday to Friday

Work Location: In person

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