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Administrative Assistant

The Administrative Assistant is responsible for overseeing the administrative, logistical, and customer service aspects of the Kitchen and Bath (KB) department. This role will manage orders, coordinate with vendors and clients, handle claims, monitor invoices and costs, organize deliveries, assist designers, and support with quoting and design tasks.

Responsibilities

  • Update and continuously improve KB processes, vendor relationships, and departmental processes.
  • Manage email communication and document organization, including saving and renaming attachments according to KB Invoice
  • Review vendor open orders statements and Masterbrand Open Order Reports, noting updates and informing designers of any backorders.
  • Handle follow-ups and claims by creating billing groups, advising clients, and coordinating with sales managers, vendor representatives, and designers to find solutions.
  • Coordinate freight shipments to various destinations, monitoring orders and consolidating shipments to optimize cost efficiency.
  • Provide monthly projected job cost numbers by analyzing open invoices and communicating with management, designers, and account managers.
  • Assist in job costing by ensuring invoices reflect invoice lines, obtaining proof of delivery paperwork, and reviewing profit margins for completed jobs.
  • Coordinate with warehouse staff to ensure accurate inventory management and facilitate smooth order fulfillment processes.
  • Take notes during KB meetings and manage designers’ workload by monitoring incoming quotes, revisions, and order acknowledgments.
  • Assist with initial quote requests, creating additional EQs for materials, providing quotes for various products, and shadowing on design presentations.
  • Support account managers with any KB-related questions or tasks.

Qualifications

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
  • Proven track record of effectively managing administrative tasks and coordinating operations.
  • Meticulous attention to detail in all aspects such as documentation, data entry, and order processing.
  • Strong time management skills to effectively prioritize tasks and manage multiple responsibilities simultaneously.
  • Clear and coherent in both written and verbal communication skills with the ability to communicate professionally and effectively with vendors, clients, and internal stakeholders.
  • Strong customer service mindset with a commitment to meeting the needs and expectations of clients.
  • Familiarity with database management systems and document organization tools.
  • Demonstrated ability to multitask and adapt to changing priorities in a fast-paced environment.
  • Capacity to remain calm and focused under pressure while meeting deadlines.
  • Willingness to learn and familiarize oneself with product specifications and industry trends.

Screening Criteria

  • Bachelor’s degree in a related field or an equivalent combination of education and related work experience.
  • At least three (3) years of experience in logistics, accounting, and/or construction.
  • Must have a stable employment history.
Job Location: WFH Permanent

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