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Abco HVACR Supply - Solut Branch Administrator (Summer Temp thru September 2, 2022 in Long Island City, New York

ABCO HVACR Supply + Solutions – Job Listing

Title: Branch Administrator (Summer Temp thru September 2, 2022)

Reports to: Branch Manager

Compensation:

  • Salary - Commensurate with experience

About ABCO: Established in 1949, ABCO HVACR Supply + Solutions is the largest full line distributor of HVAC and Refrigeration systems and supplies in the Northeast United States.

Whether it’s getting a vital part delivered in an emergency, to providing the service and know-how to create innovative solutions, ABCO is determined to help our customers thrive. We provide solutions and services to contractors, engineers, architects and developers with 16 fast-access locations, ranging from Delaware to Boston.

Our mission is to exceed customers’ highest expectations. With ABCO, customers are supported with a deep inventory and extensive delivery capabilities, and smarter strategies to help ensure their success and profitability.

For more info, visit our website at www.abcohvacr.com.

Job purpose: To provide administrative, branch function, and customer service support at the branch level. This will directly contribute to ABCO’s mission of exceeding customer’s highest expectations by:

  • Greeting customers in a courteous and professional manner and ensuring that customers’ questions and inquiries are addressed thoroughly, either by responding directly or directing them to the appropriate internal resources

  • Providing high quality branch and administrative support, allowing the branch sales personnel to focus on driving and closing profitable sales and to provide the service levels to which ABCO’s customers have become accustomed

  • Assisting customers in addressing and resolving various issues, including the resolution of issues pertaining to billing and purchase orders

Requirements:

  • Experience: 2+ years in an administrative function

  • Skills and Traits:

  • ​Excellent communicator

  • Strong organizational skills

  • Customer service oriented

  • Team player

  • Self motivated

  • Polished and professional

  • Detail oriented

  • Computer Skills:

  • ​Proficient in Microsoft Suite

  • Experience with SxE a plus

Key responsibilities and accountabilities:

  • Reception and Telephone

  • Greets visitors courteously, determines the nature of their visit, and handles their inquiries or directs them to the appropriate persons according to their needs

  • Operates telephone switchboard to answer the branch telephone in a timely and courteous manner, consistently following the pre-determined company script for proper telephone greetings

  • Screens and transfers incoming phone calls to appropriate individuals, continuing to monitor the line to ensure the call is promptly picked up by the intended recipient

  • Maintains a phone log of incoming calls

  • Takes phone messages for unavailable individuals, ensuring that all necessary and pertinent information is obtained and distributed to the appropriate recipient

  • Responds to inquiries by providing information about ABCO and the branch, such as the locations of offices or departments, employees within the organization, or services provided

  • Branch Support

  • Performs the following branch support functions on a daily basis according to company policy:

  • Performs Daily Cash Sale reconciliation, prepares bank deposits, and, if necessary, performs bank deposit

  • Prepares Check Request Forms for cash customer returns

  • Maintains Petty Cash for branch and prepares branch petty cash vouchers for reimbursement

  • Prepares discrepancy reports for packing slip shipping discrepancies

  • Works with Branch Manager as well as additional branch personnel to reconcile all open reports, including, but not limited to:

  • Open orders

  • Open stock transfers

  • OEIX

  • Suspended orders

  • Open purchase orders

  • Maintains understanding of day-to-day functionality of SXE in order to perform branch support functions on the computer, including:

  • Entry, maintenance, and billing of Customer Orders and Credits

  • Entry, maintenance, and billing of Stock Transfers

  • Entry, maintenance, and receiving of Purchase Orders and Branch transfers

  • Entry of Branch Inventory

  • Administrative Support

  • Provides administrative support for Branch Manger and other branch and corporate personnel as directed

  • Opens, sorts, and distributes incoming correspondence, including faxes and email

  • Maintains and organizes all branch files, folders, records, and paperwork

  • Maintains adequate levels of office supplies, submitting orders for additional supplies as appropriate

  • Handles all administrative office duties, including filing, copying, and faxing of documents

  • Operates office equipment, such as fax machines, copiers, and phone systems and arranges for repairs when equipment malfunctions

  • Customer Service

  • Prepares credits for customers in order to resolve pricing discrepancies

  • Assists customers in resolving issues, including:

  • Billing errors

  • Missing purchase order numbers

  • Incorrect customers billed

  • Provides customers with hard copy proof of deliveries

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