Distribution Office Administrator

$33,280 - $33,280/Yr

McCoy's Building Supply - Midland, TX

Full-time - Entry Level

Midland, TX

Building Material and Garden Equipment and Supplies Dealers

About the position

The Distribution Office Administrator at McCoy's Building Supply plays a crucial role in supporting the office activities and providing clerical assistance to management. This full-time position is based in Midland, TX, and offers a starting pay of $16 per hour. The administrator will be responsible for operating a multi-line phone system to manage incoming calls and will serve as the first point of contact for visitors to the facility. This role requires a proactive approach to handling various administrative tasks, ensuring that the office runs smoothly and efficiently. In this position, the administrator will file and follow up on claims with vendors and the railroad, handle customer paperwork and requests, and maintain accurate records in collaboration with headquarters, retail stores, and vendors. The role also involves scheduling appointments for third-party carriers for inbound and outbound freight, answering phone calls, taking messages, and directing calls to the appropriate personnel. Additionally, the administrator will welcome visitors, manage incoming and outgoing mail, and maintain office supplies and equipment. The Distribution Office Administrator will also be expected to perform clerical duties such as filing, photocopying, and editing documents as needed. Participation in team meetings and company training sessions is required, and the administrator may be assigned other related duties as necessary. This position is ideal for individuals who thrive in a fast-paced environment and possess strong organizational skills.

Responsibilities

• Files and follows up with claims with vendors and the railroad.
• Handles customer paperwork and requests.
• Works with headquarters, retail stores, and vendors to maintain accurate records.
• Assists with scheduling appointments for third-party carriers on inbound and outbound freight.
• Answers incoming telephone calls, determines the purpose of callers, and forwards calls to appropriate personnel or departments.
• Takes and delivers messages, and/or transfers calls to voicemail when appropriate personnel are unavailable.
• Welcomes on-site visitors, determines the nature of their business, and announces visitors to appropriate personnel, while monitoring visitors' access to the facility.
• Receives, sorts, and routes all incoming and outgoing mail and trade publications.
• Maintains fax machines, as well as routes and sorts all incoming and outgoing faxes for the facility.
• Orders, receives, tracks, and distributes office supplies.
• Creates and prints fax cover sheets, memos, reports, and all other documents as necessary.
• Performs clerical duties when needed, such as filing, photocopying, editing, and other necessary departmental paperwork.
• Attends team meetings and company training sessions as required.
• Performs other related duties as assigned.

Requirements

• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Ability to utilize IBM Content Manager, MAC21, and other third-party software applications.
• Proficient with Microsoft Office Suite or related software.
• Must be available and willing to work such overtime per day or week as the employer determines is necessary or desirable to meet business needs.
• A high school diploma or equivalent is preferred.
• Successful completion of on-the-job training.

Benefits

• On-the-job training