Join Our Team: Administrative Counter Support Associate Job Summary The Administrative Counter Support Associate plays a key role in supporting Southern Ice Equipment, a Baker Distributing Company, by providing administrative, technical, and customer support across our foodservice equipment product lines. This position blends counter service with inside-sales administrative functions, focusing on accurate order processing, documentation, inventory coordination, and customer communication. The goal of this role is to deliver exceptional customer service in a structured, sales-support environment while ensuring smooth operational workflow across key product categories.
Primary product categories include: - Commercial ice machines
- Super-automatic coffee equipment
- Beverage dispensing systems
- Water filtration solutions
- Related foodservice equipment and service parts
Essential Duties / Accountabilities - Serve as an administrative support representative for Southern Ice Equipment, ensuring efficient counter operations and accurate documentation.
- Provide internal and external stakeholders with product information, pricing details, order status updates, and logistical support.
- Process customer orders, returns, quotes, submittals, and warranty documentation with accuracy and adherence to company procedures.
- Maintain organized records, files, and system entries related to sales transactions, inventory, and customer accounts.
- Support inventory management activities, including stock verification, restocking, cycle counts, and updating system quantities.
- Assist with showroom organization, product labeling, merchandising, and maintaining a clean, orderly workspace.
- Research foodservice equipment and parts using internal systems, catalogs, vendor resources, and technical documentation.
- Coordinate with vendors on pricing, product availability, order tracking, and delivery timelines.
- Provide administrative support to house accounts and collaborate with outside sales teams to ensure smooth communication and follow-through.
- Handle incoming calls, emails, and walk-in inquiries, ensuring timely responses and clear, professional communication.
- Assist in resolving customer concerns by documenting issues, coordinating with appropriate departments, and ensuring follow-up.
- Support shipping and receiving processes by preparing paperwork, verifying product information, and coordinating logistics.
- Apply suggestive selling techniques when appropriate, focusing on product knowledge and customer needs.
- Adhere to all company safety protocols, PPE requirements, and operational procedures.
- Report safety concerns, participate in training, and help maintain a safe and organized work environment.
- Perform additional administrative or operational duties as assigned.
Qualifications - High school diploma or GED required; equivalent education or experience may be considered.
- Experience with HVAC or foodservice equipment (ice machines, beverage systems, refrigeration, filtration) preferred.
- Background in administrative support, sales support, operations, purchasing, or inventory management preferred.
- Strong interpersonal skills with an emphasis on customer service, communication, and relationship building.
- Ability to manage multiple tasks in a fast-paced environment.
- Interest in continuous learning and professional development.
- Mechanical or technical aptitude preferred.
- Proficiency in Microsoft Office and similar productivity tools.
- Valid driver's license required only if driving is an essential job function.
Skills - Strong customer service and interpersonal communication abilities.
- Effective written and verbal communication skills.
- Strong analytical and data-interpretation skills.
- Creative and effective problem-solving abilities.
- Ability to work independently and collaboratively.
- Demonstrated initiative in improving processes and service quality.
- Ability to understand and communicate in English for safety, training, and documentation purposes.
Physical Demands and Work Environment - Ability to move parts and equipment up to 50 pounds.
- Ability to stand, sit, walk, climb, kneel, or crouch as needed to perform job functions.
- Ability to use computers, phones, and office equipment for extended periods.
- Visual acuity required for reading labels, reviewing documents, and inspecting equipment.
- Ability to operate warehouse equipment (forklifts, pallet jacks) with proper training when required.
Job Keywords: Administrative Support, Counter Associate, HVAC Distribution, Customer Service, Order Processing, Inventory Coordination, Documentation, Office Administration