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Admin Assistant -$20/hr Wed- Sunday Shift/ Full Time

Admin Assistant -$20/hr Wed- Sunday Shift/ Full Time

Summary: This position is the front line to our customers. The first person to answer phone calls and the first person to enter new sales orders. Every time a customer approaches the office, this person is the one to immediately greet and assist them.


Essential Duties and Responsibilities include the following. Subject to change.


Primary Responsibilities:

  • Check e-mails. This position monitors two e-mail accounts. A personal e-mail account will be created as follows  The second account is a collaborative inbox managed through Front. All e-mails are to be managed solely through Front.

E-mails are to be checked within the first 30 minutes of clock-in and then at least once an hour throughout the day.

All customer-related emails should be replied to at the very latest by the end of every business day.

Monitor the TEXT account on Front for any office-related text messages.

Answer all incoming calls. Calls are to be addressed in a friendly and professional manner. Transfer calls to the appropriate person or voicemail box after adequate screening, or relay a message via e-mail.

Calls for sales: Sales calls are not to be paged over the loudspeaker. If a sales associate is available nearby, offer them the call. Otherwise, take a complete message and send it to a sales associate, rotating through all associates working that day. Pre-screen sales calls to be sure they are calling from Oregon or Washington.

Customers in the store take priority over answering the phone.

Check messages before the store opens each day and as needed throughout the day. Distribute messages to the appropriate person. Check messages on both office voicemail boxes (one is for business hours and one is after hours). Check messages within 30 minutes.

Customer service concerns should be screened appropriately in order to assess if the concern is sales-related or a customer service claim. All claims are to be acknowledged within 24 hours.

Always use canned responses to relay a service claim and cc the customer on the email.

Messages forwarded to customer service need to be as complete as possible. Relay all the information the customer provides.

Offer assistance to every customer who approaches the office. If someone else offers help first, still offer to process payments, enter orders, or take notes on claims for them. Customers in the store take priority over all other tasks and responsibilities.

Point of Sale Processing: Every detail needs to be accurate and complete during order entry. Anything relating to money, including delivery fees and MEGA extended warranty pricing, is to be addressed only by a sales associate.

Financing: Financing applications are to be processed immediately upon request from a customer. Always check the customer’s ID.

File sales orders from yesterday’s business.

File all invoices daily. This includes new sales, ROAs, and finalized orders after delivery. All necessary paperwork should be attached prior to filing.

Process customer payments. Process all payments made by customers, whether at the point of sale or after the product arrives. Always post payments immediately into Eclicktic. All orders are to be paid in full prior to scheduling delivery or pick-up. Always use the shredder to destroy credit card information after processing over-the-phone payments.

Notify customers and schedule deliveries after the product has been received. When scheduling a delivery, always confirm the delivery address and a quick summary of the pieces being delivered, and never guarantee a time frame.

Always collect remaining balances at this time.

Paperwork for same-day pick-ups should be sent to the warehouse immediately.

When partial orders arrive, get approval from the Store Manager or the office Manager when you think a partial delivery should occur

After a customer has received their product, finalize their invoice in Eclicktic. When finalizing an invoice, balances should be checked again to ensure all invoices are paid in full.


  • Complete all opening and closing day reports and logs. Accuracy on all money matters must be 100%. These reports are found under the balancing tab.

The first Admin person into the office will count the cash at the beginning and end of each day and report any and all discrepancies to the manager immediately. Initial the cash log.

The last Admin person to leave will run the Cash Transaction Report to match with the cash drawer. Initial to mark accuracy. Put all checks and cash brought in that day in a labelled envelope, including the date and amounts.

Match the credit card slip to the Cash Transaction Report every morning. Initial to mark accuracy.

Print the A/R Report and Written Business Report, and put them with the Cash Transaction Report and turn them into the basket after all reports are 100% correct and checked.

Notes are to be added to Eclicktic every time communication occurs with a customer. Notes are to be added as quickly as possible.

Log out of Eclicktic when it is not in use and at the end of each day.


Secondary Responsibilities:

  • Maintain a tidy workspace that is inviting to customers.
  • Stock office supplies weekly.
  • Complete the task list every day.


Required Characteristics:

  • Overall attitude must be positive at all times.
  • Always operate with the goal of over-communicating and follow the s Over Communication policy.
  • Maintain a positive and professional demeanor at all times.
  • A collaborative spirit is required between all office personnel. In light of this, training is often executed through a system of training and cross-training between office staff members. All office personnel will be expected to participate in and contribute to training and meetings, as requested.
  • Seek assistance from your supervisor when questions arise regarding your position, processes, and efficiencies.
  • Communicate as far in advance as possible with your supervisor when you are unable to complete assigned tasks on time.

Apply by Clicking this link - https://hrcenter.ontempworks.com/en/Malekopersonnel/

email beaverton@malekopersonnel.com 

Additional Info

Job Type : Full-Time

Education Level : Not Applicable

Experience Level : Entry Level

Job Function : Customer Service

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