Customer Serv/Retail Admin

Southern States Cooperative - Amelia Court House, VA

Full-time - Entry Level

Amelia Court House, VA

Repair and Maintenance

About the position

The Customer Service/Retail Admin position at Southern States Cooperative involves performing a variety of customer service and business office functions across agronomy, farm supply, and petroleum locations. This multi-level role encompasses entry-level customer support and bookkeeping to senior-level customer relations and office administration, with responsibilities varying based on the business volume and number of locations supported.

Responsibilities

• Assist management and staff, vendors, suppliers, customers, sales team, and other business partners with inquiries regarding daily operations.
• Provide timely information requiring knowledge of SSC policies, orders, operations, and current initiatives.
• Communicate in a courteous and professional manner.
• Answer primary business phone and email account.
• Provide information regarding order status, product availability, services, and current initiatives.
• Contact customers via telephone to assist with issues and questions about products and services.
• Maintain web pages for location (microsites) and assist customers with their online portal.
• Open, sort, and distribute US mail and parcel deliveries.
• Receive and process delivery tickets and work orders for a variety of products and related services.
• Accurately enter order information into the system and communicate details according to location/company procedures.
• Schedule delivery and/or service appointments for new and recurring orders.
• Effectively perform various office accounting functions and system reconciliation according to established procedures.
• Support accounts receivable billing.
• Generate and distribute invoices in a timely manner.
• Enter and schedule accounts payable transactions to authorized vendors and agencies.
• Verify incoming and outgoing invoices for accuracy and pricing.
• Prepare, process, verify, and deliver daily bank deposits to financial institution.
• Prepare reports, spreadsheets, general correspondence, and other material.
• Draft timely responses to all inquiries.
• Proofread all materials for accuracy, spelling, grammar, and layout.
• Ensure accuracy and clarity of final copy.
• Maintain databases and master files from internal and external sources.
• Organize and accurately maintain large volumes of information including customer and inventory data.
• Regularly communicate with central office and other counterparts to ensure data integrity.
• Maintain confidential information relating to sales documents, transactions, and credit records.
• Comply with all policies and regulations regarding records storage.
• Perform checkout transactions as needed, utilizing point of sale equipment including cash registers, hand-held scanners, and credit/debit card systems.
• Accurately handle cash and make change.
• May perform exchanges, returns, discounts, and markdowns.
• Proactively identify opportunities to assist customers and facilitate efficient service.
• Assess the need for loading assistance, resolve customer pricing and merchandise inquiries, ensure merchandise is accessible to customers and offer assistance as needed.
• Support the inventory management process.
• Monitor inventory levels in the system.
• Complete inventory after-counting to confirm shortages or overages.
• Monitor and track inventory receiving.
• Maintain inventory of office supplies and place orders as needed.
• Organize various events including conferences and meetings.
• Coordinate event scheduling, invitations, reservations, print materials, travel arrangements, and other event components.
• Assist management with administrative aspects of hiring and onboarding new hires and temporary staff.
• Coordinate the employment process with Human Resources and appropriate managers.
• Process payroll for location employees.
• Maintain payroll records and assist employees with general questions.
• Support employees utilizing Knowledge Master Training.
• Maintain database of training for compliance and development planning to ensure employees are current on required training and licensing.
• Prepare documentation for travel reimbursement and corporate credit card expenses.
• Consistently demonstrate teamwork by supporting customers and coworkers.
• May provide assistance with a variety of functions to support the team, including but not limited to sales support, scheduling and dispatching, warehouse inventory, customer vehicle loading, and/or housekeeping.
• Work safely as to not cause harm to yourself, co-workers, equipment, or inventory.
• Comply with OSHA Regulations, Southern States Environmental Health and Safety (EHS) standards, work rules, and policies.

Requirements

• Effective knowledge of general accounting principles.
• Able to consistently apply business office and operations policies and procedures.
• Able to develop and apply knowledge of SSC products, services, and business systems.
• Able to communicate with customers and counterparts in a friendly, professional, and confident manner.
• Able to communicate clearly and effectively in writing and verbally.
• Operational knowledge of office equipment and tools including but not limited to fax machine, copier, printer, calculator, telephone system, spreadsheets, forms, and point-of-sale system.
• Computer literacy skills to effectively utilize the business systems and software including MS Office.
• Able to perform mathematical calculations with accuracy.
• Able to exercise discretion when working with sensitive and confidential information.
• Able to complete paperwork, reports, and other documentation in a legible, organized, and timely manner.
• Effective organizational skills and attention to detail.
• Able to prioritize and complete work within established deadlines.
• Able to maintain a high level of professionalism.
• Able to work in a fast-paced team environment.
• Able to work extended hours to meet business demands.
• Able to speak, read, write the English language in a proficient manner.
• Valid driver's license may be required.