As an Administrative Assistant supporting the Project Management and Order Management teams at Irwin, you will provide essential support to ensure smooth daily operations and efficient project execution. Your role will provide administrative and technical support to ensure operational excellence, offering frontline customer service, data management, and logistical support. This role requires a detail-oriented, proactive professional with strong organizational and multitasking abilities who can thrive in a dynamic, fast-paced environment.
Responsibilities
Reporting and Data Management
Generate and distribute multiple weekly reports to support sales, marketing, and finance teams.
Verify the accuracy of data prior to report completion, using advanced Excel functions such as sorting, filtering, and formulas.
Prepare and manipulate data for department meetings, ensuring accuracy and clarity for stakeholders.
Order Management and Documentation
Enter and verify customer sample and no charge orders, ship-to addresses, new customers, and general order information for accuracy as requested.
Maintain Key Performance Indicators (KPIs) and visual board measurements to track project and team performance.
Create and assemble new project folders using Microsoft Word Mail Merge for labels and other documentation.
Collaborate with project management teams to prepare and assemble comprehensive project submittal packets as needed.
Provide support to internal teams by managing order data and ensuring accurate pricing alignment between purchase orders and ERP systems.
Assist project management teams in preparing close-out documents to finalize projects, ensuring all details are accurate and complete.
Verify and ensure the accuracy of order contracts to support Finance and Order Management
Shipping and Financial Support
Update accurate ship dates in multiple systems based on schedules provided by the shipping and receiving teams.
Create accounting jobs for financial tracking, ensuring alignment with company policies and project budgets.
Code freight invoices for accurate billing and financial reporting.
Customer Service and Frontline Support
Act as a backup to the receptionist, handling incoming calls and greeting visitors when necessary.
Assist internal and external stakeholders with inquiries and provide a high level of customer service.
Workspace Maintenance and Continuous Improvement
Participate in initiatives to enhance and maintain collaborative workspaces, contributing to a productive and organized work environment.
Proactively suggest and implement workspace improvements based on team needs and feedback.
Experience in an administrative role, particularly in supporting multiple teams or departments, is preferred.
Proficient in Microsoft Excel, including data manipulation, sorting, filtering, and the use of basic mathematical formulas.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume
Competency in Microsoft Word for creating and editing documents, including Mail Merge functionality.
Ability to create and edit PowerPoint presentations and effectively use Microsoft Outlook for email and calendar management.
Strong organizational and multitasking abilities, with a keen attention to detail.
Excellent interpersonal and communication skills, with the ability to collaborate effectively across teams.
Proactive problem-solver who can think critically and act independently, while also knowing when to seek guidance.
Ability to work well under pressure and adapt to changing priorities and deadlines.
Proven experience in verifying and ensuring the accuracy of order contracts
Physical Demands and Work Environment
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; and use hands to finger, handle, or feel. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.