Front Office Administrator - AEC Electronics

The position of Front Office Administrator consists of answering inquiries and providing financial, administrative and clerical services to AEC Electronics and the broader internal teams.

Being a Front Office Administrator might sound dull, but when you enter into this dynamic position, you will be making our customers happy. If you love to add sunshine to people’s days, then process the orders for the products and repairs they are dying to receive.

You will be the first and most important customer contact as you receive orders electronically and telephonically. Our customers will jump for joy when they open your confirmation email, and they’ll be even happier when you let them know their order is on its way or ready for collection.

Fielding customer inquiries and complaints will be another important facet of your job, and we have a comprehensive system in place to help you help them.

Tasks

• Collect, sort, distribute and prepare mail, messages and courier deliveries;
• File and maintain records;
• Receive customer orders daily electronically or telephonically;

• Verify customer information on each order when received against Pastel to confirm all contact information is correct; update where necessary;
• Preparation of client quotes & invoices on Pastel;
• Ensure transactions are properly recorded and entered into Pastel;
• Verify order information is correct on each order when received and that all products purchased is in stock and priced correctly;
• Contact customer directly on each order when received if there are questions regarding customer information or discrepancies between customer information on the order and Pastel records;
• Contact customer directly on each order when received if there is an issue with the order, such as merchandise pricing difference, shipping delays or other concerns;
• Enter order into fulfillment system for processing, including packaging and shipping preparation; verify order is correct prior to shipment;
• Notify customer when order is received and shipped using the customer’s preferred contact method on each order received;
• Answer customer service line and field customer questions and complaints daily;
• Disbursement of Petty Cash and reconciliation
• Greet persons entering the establishment, determine nature and purpose of visit, and direct or escort them to specific destinations;
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments;
• Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with pay records, invoices, balance sheets and other documents;
• Process and prepare memos, correspondence, travel vouchers, or other documents;

Qualifications and requirements

• A high school diploma or equivalent;
• Ability to give full attention to what other people are saying, actively look for ways to help people, and adjust actions concerning others' actions;
• Excellent written and verbal communication skills;
• Ability to communicate professionally with angry customers;
• Willingness to participate in on-the-job training

Competencies (in order of importance)

• Dependability: Job requires being reliable, responsible, and dependable in fulfilling obligations.
• Attention to Detail: Job requires being careful about detail and thorough in completing tasks.
• Integrity: Job requires being honest and ethical.
• Self-Control: Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in challenging situations.
• Cooperation: Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.