Administrative Assistant

Location: Fort Wayne, IN

Level: Hourly

Reports to: Merchandise Manager

The Administrative Assistant (Merchandise Coordinator) to the LBM Division provides support and customer service, while functioning as a liaison between the Merchandise Manager, members and vendors. This position provides assistance on a variety of projects and includes daily interaction with members and vendors to gather information, expedite, and complete projects. Customer service is provided to members, vendors, and fellow staff by answering telephone and email inquiries.

Responsibilities

• Provide support and customer service to members:

• Answer product questions

• Assist members with ordering issues

• Assist members with placing drop ship orders

• Send requested materials such as product samples and consumer rebates

• Coordinate relays, sample orders, and bin tag requests

• Work with vendors:

• Gather product information and images

• Coordinate market invitation process

• Enter vendor information into vendor portal forms, support vendors using portal

• Create and submit vendor debits/billings

• Initiate and review bulletins and drop ship order forms

• Expedite and complete projects

• Gather content and use various tools to communicate to members and vendors:

• Managing updates on Mydoitbest.com

• Enter program specials into VIMS

• Submit department-specific communication pieces (Merchandising Update, department newsletters, etc.)

• Review, process, debit vendors for truck mail literature

• Use Vampire to run queries to create spreadsheets

• Use Google Workplace

• Create Buyer Messages at direction of MM/AMM

• Create conversion charts/cross-references charts

• Ban items at direction of MM/AMM

• Provide inventory/RSC staff support:

• Product dispositions and Return Goods Authorizations (RGAs)

• Perform stock checks

• Run and review department queries, analyze, highlight, bring excess inventory issues to attention of MM.

• Investigate and resolve UPC, order multiple, and other item issues

• Investigate and resolve product questions from RSC staff

• Provide promotions-related support:

• Gather, collect sales submittals

• Product sample requests

• Consumer rebate pad requests

• Distribute and file sale confirmations

• Track competitor ads/promotions

• Provide market-related support:

• Sequence sheets and market invitations

• Initiate market bulletins

• Market totals

• Collect and review drop ship order forms

• Coordinate gathering of department market drop ship forms for placement on mydoitbest.com

• Review market bulletins

• Review/follow-up on vendor information

• Create/manage electronic tracking spreadsheet for market

• Bill vendors for market-related activities

• Provide product/catalog-related support:

• Product image requests

• Cut and descriptions

• Proof catalog pages

• Assign SKU numbers

• Provide accounting-related support:

• Process member and vendor debits and credits

• Process check requests

• Perform general support functions:

• Maintain various files

• Perform entry on item maintenance mainframe screens

• Order office supplies

  Education and Experience

  Minimum:

• High School graduate

• Must be computer proficient, especially with Excel and Word

  Desired:

• Post-high school education/training

• Proficiency with Google Workplace

  Skills and Abilities

  Minimum:

• Excellent verbal and written communication skills to enable effective, results-oriented communication via telephone and email

• Above average customer service and problem solving skills

• Excellent organizational skills

• Ability to work on multiple projects by successfully prioritizing to meet deadlines

• Ability to quickly ‘change gears’ to respond to changes in priorities

• Working knowledge of office equipment such as fax machine and copier

  Desired:

• Ability to use a computer keyboard to efficiently enter text and data