Administrative Assistant

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    "requisitionDescription": "<div><div><div data-pasted=\"true\"><p><strong>Summary</strong></p><p>Performs the necessary processing of: Order Entry, Customer Service, Invoicing, Shipping, Quoting, and general front office responsibilities.</p><p><strong>Essential Duties and Responsibilities</strong></p><ul><li data-pasted=\"true\">Enter customer orders accurately into company systems.</li><li>Send customer order acknowledgements.</li><li>Create DBI invoices for advance pay customers.</li><li>Create shipping labels and shipping documentation.</li><li>Prepare documentation for international shipments.</li><li>Pack out orders as needed.</li><li>Process BTO (Build to Order) orders and coordinate with Purchasing while maintaining updated order status.</li><li>Attend production meetings and communicate order updates to customers.</li><li>Maintain and track On Hold and Advance Payment orders.</li><li>Pull orders when requested.</li><li>Answer incoming phone calls and provide customer support.</li><li>Perform filing and general office administrative duties.</li><li>Cross train in Food Service, Shipping, LTL, RMA&rsquo;s, Bill &amp; Credit processing, Reception coverage, job closings, and invoicing functions.</li><li>Handles incoming Program calls received from customers and Hubbell crews/subcontractors.</li><li>Prepares all necessary forms as applicable for the assessment, permitting, installation, replacement, or removal of equipment.</li><li>Coordinates daily schedules and activities of in-the-field installation crews and independent subcontractors.</li><li>Sets up customers in all systems required for accounts and payments, including completing and organizing all necessary customer forms, agreements, and documentation.</li><li>Contacts Program customers to verify information and schedule appointments.</li><li>Processes permits as required for program installations.</li><li>Prepares invoices, weekly activity reports, and weekly sales reports as necessary for Program activities.</li><li>Reviews, modifies, and enters customer orders for pricing, nomenclature, and ship dates as required through the Sales Order Entry process.</li><li>Routes orders to departments for jobs, shipping, invoicing, or fulfillment as required.</li><li>Prepares shipping documents such as bills of lading and labels needed for each order per the Shipping Process.</li><li>Performs the processing of RMA&rsquo;s, Bill &amp; Credit orders, shipping, and invoicing as applicable to the position.</li><li>Confers with production, technical, sales, and shipping personnel as needed.</li><li>Quotes parts and basic catalog items to customers.</li><li>Cross trains to provide back-up support to other administrative staff.</li><li>Performs all other duties as assigned.</li></ul><p><strong>Supervisory Responsibilities</strong></p><p>None</p><p><strong>Qualification Requirements</strong></p><p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The minimum requirements listed below are representative of the education, knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p><p><strong>Education and/or Experience</strong></p><p>High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.</p><p><strong>Knowledge, Skills &amp; Abilities</strong></p><p><u>Language Skills:</u> Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively communicate and present information in one-on-one and small group situations to customers and employees of the organization.</p><p><u>Mathematical Skills:</u> Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratio and percent.</p><p><u>Reasoning Ability:</u> Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.</p><p>Ability to deal with problems involving several concrete variables in standardized situations.</p><p><strong>Physical Requirements</strong></p><p>General office environment.</p><p>Ability to continuously stand or walk.</p><p>Required to have close visual acuity to perform an activity such as: preparing and analyzing written and electronic figures and viewing a computer terminal.</p><p>Constantly perform desk-based computer tasks.</p><p>May occasionally involve repetitive movements.</p><p>Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, bend, lift, carry, push and pull objects that weigh 15 pounds or less.</p><p>Multi-tasking with frequent interruptions.</p><p>Occasionally write by hand, use a telephone, twist, bend, stoop, and squat.</p><p><strong>Working Conditions</strong></p><p>May require extensive work hours during peak business planning cycles.</p><p><br></p><p><strong>HUBBELL WORK STANDARDS:</strong></p><p>&bull; Interpersonal Skills: Demonstrates the ability to work collaboratively with stakeholders: coworkers, clients, vendors and potential customers.</p><p>&bull; Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.</p><p>&bull; Subject to and expected to comply with all applicable Hubbell policies and procedures, including but not limited to the personnel policies.</p><p>&bull; Respect for the compliance requirements a manufacturing company faces, preferably gained through experience with government contracting regulations.</p></div></div></div>\n",
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