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Branch Operations Assistant

Calista Corporation Fairbanks, AK
  • Posted: August 16, 2019
  • Full-Time

JOB SUMMARY
The Branch Operations Assistant provides support to the Branch Operations Manager in areas of operations administration, sales and rentals, and parts. The Branch Operations Assistant's primary duties include initial point of contact for customers and vendors (in person, phone, email), compiling and maintaining branch records, coordinating with Anchorage branch for daily operations, supporting branch rental operations, performing research on equipment and related parts, assisting with inventory control and parts deliveries. This position also performs general administrative functions in support of branch operations.
ESSENTIAL FUNCTIONS
+ Act as the initial point of contact for all incoming customers and vendors, by means of in-person, telephone, or email. Screen and redirect when necessary telephone/email communications and incoming visitors to appropriate branch staff/department.
+ Work in concert with Anchorage Accounting staff to process daily sales, and with Service/Warranty Department for claims processing.
+ Perform daily cash reconciliation, invoice filing and batch functions.
+ Provide support to Parts Department with parts research, inventory control, and parts deliveries.
+ Intake rental calls/customers including documenting rental reservations, preparing rental contracts, assisting with rental equipment check-in/check-out.
+ Provide administrative support to Branch Operations Manager.
+ Manage branch calendars and assist in scheduling meetings.
+ Perform other administrative duties such as: answer and direct incoming calls, maintain voicemail system, maintain administrative equipment such as copier, printer, and fax machine, prepare courier shipments, incoming and outgoing mail, and assisting others with administrative related tasks.
+ Prepare check requests as needed.
+ Manage and maintain the filing system.
+ Work in a constant state of alertness and in a safe manner.
+ Perform other duties as assigned.
SUPERVISORY RESPONSIBLITIES
This position does not have supervisory responsibilities.

Job Requirements:
KNOWLEDGE, SKILLS, & ABILITIES
+ Strong knowledge of clerical and administrative procedures such as managing files and records, word processing, and other office procedure and terminology.
+ Knowledge of business mathematics with the ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimal points.
+ Basic knowledge of heavy equipment, sales and rentals, and ability and willingness to expand that knowledge.
+ Basic knowledge of rental/sales agreements and other related business contracts.
+ Excellent communication skills, both oral and written, in order to deal effectively with a variety of interpersonal relationships and situations.
+ Exceptional time management and organizational skills.
+ Ability to efficiently use desktop or laptop computer with knowledge of standard business applications such as Microsoft Office Suite; ability to learn new applications.
+ Ability to keyboard 45 WPM and use 10-key by touch.
+ Ability to be detail oriented, produce an accurate work product, and proactively follow-up as needed.
+ Ability to actively listen and provide high quality customer service.
+ Ability to operate a motor vehicle in a safe and efficient manner.
+ Ability to work in a team environment.
+ Ability to read and interpret documents such as employee handbooks, safety rules, Company's Standard Operating Procedures (SOPs).
+ Ability to adapt to changes in tasks in the work environment; manage competing demands, and change approach to best fit the situation.Must be able to deal with frequent delays, and unexpected tasks as assigned.
+ Ability to maintain a professional appearance.
QUALIFICATIONS
+ High School Diploma or equivalent required, post-secondary education or certification in business discipline preferred.
+ 2 years' minimum experience as an Administrative Assistant or similar capacity.
+ Demonstrated understanding of heavy equipment, automotive, or related industry preferred.
+ Valid state Driver's License and be qualified to operate a vehicle under the conditions of the Company's Driving Policy.
+ Ability to pass a drug, driving, credit, and background screening.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment is typically fast paced and customer service oriented. This position may require some travel.
PHYSICAL/VISUAL/MENTAL/ENVIRONMENTAL DEMANDS
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
CONTINUOUSLY: Close Vision; Ability to Adjust Focus; Effective Written/Verbal Communication; Remember Details
FREQUENTLY: Sitting; Standing; Walking; Reaching Overhead; Pushing or Pulling; Talking; Eye/Hand Coordination (Foot); Color Vision; Depth Perception; Thinking Analytically; Handling Stress and Emotions; Concentrating on Tasks; Discriminating Colors; Making Decisions; Adjusting to Changes; Examining/Observing Details; Hazards: Sharp Objects/Tools, Heavy Machinery; Dirty (Soil); Dry; Fumes, Gases, Odors, Dust; Grease, Oil, Mud; Moving Mechanical Parts; Noise; Vibration; Wet/Slippery Floor/Surfaces; Working with Others

**Requisition ID:** 295008_COMPANY_1

Calista Corporation

Address

Fairbanks, AK
99790 USA

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