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Now Hiring Administrative Assistant

 

Earl’s Organic Produce, Inc., a leading distributor of organic produce throughout
Northern California, seeks a skilled Administrative Assistant for our San Francisco Wholesale Produce Market headquarters.

The Administrative Assistant position is responsible for welcoming visitors by greeting them, in person or on the telephone, answering or referring inquiries, directing visitors and employment applicants, and monitoring logbook.  This position also handles and/or assists with various administrative duties in other departments such as Accounting, Human Resources, Sales, Purchasing, Transportation and Warehouse. This position is also responsible for the cleanliness and orderliness of the employee kitchen area.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Professionally greet and welcome visitors as soon as they arrive at the office in a friendly manner;
  • Direct visitors to the appropriate person and office;
  • Answer, screen and forward incoming phone calls;
  • Answer basic customer questions;
  • Ensure reception area is tidy and presentable;
  • Ensure kitchen area is clean and orderly at all times;
  • Provide basic and accurate information in-person and via phone/email;
  • Record Keeping for logbook;
  • Provide employment applications to applicants;
  • Handle inventory of supplies through various vendors;
  • Creates signage;
  • Organize and file daily driver reports;
  • Assists with Payroll pre processing;
  • Audit employee meal breaks for compliance with meal break policies;
  • Distribute paychecks/stubs;
  • Perform other clerical duties such as filing, photocopying, faxing, scanning;
  • Punctuality and regular and reliable attendance.
  • Monitoring & maintaining Earl’s swag supply including distribution
  • Curates reports for other departments
  • Other duties as assigned

Perform other duties as directed, developed, or assigned.

 

SUPERVISORY RESPONSIBILITY

Non-applicable

QUALIFICATION REQUIREMENTS

  • Education and/or Experience: High School degree required.  Minimum one year Customer Service experience.
  • Language Skills: Excellent Communication skills including reading, writing, and verbally communicating effectively and professionally with other business departments, customers, and vendors. Ability to diplomatically deal with difficult situations and people while exhibiting a consistent level of professionalism. 
  • Technical Skills: Strong computer skills including Microsoft Office Suite.  Attention to detail.
  • Reasoning Ability: Ability to think independently and to solve practical problems and deal with a variety of different situations without set guidelines. Ability to interpret a variety of instructions furnished in written, oral, report or schedule form.
  • Equipment: Operate equipment such as, but not limited to, personal computer, calculator, fax machine, copier, phone.
  • Other Skills & Abilities: Able to work with little or no supervision. Ability to multitask and prioritize in a time-pressured environment.  Excellent organizational skills. High accuracy in work with attention to detail.  Ability to complete projects. Ability to get along and work cooperatively with others. Positive and professional attitude.

 

PHYSICAL DEMANDS

  • Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk.
  • Have occasional need to perform the following physical activities: bending/stooping/squatting, climbing stairs, pushing, pulling, twisting, lifting, and reaching above shoulders.
  • Have frequent need to perform standing and walking activities.
  • Consistent need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity.
  • Lifting/carrying up to 15 lbs frequently and 30 lbs occasionally.
  • Vision requirements: consistent need to complete forms, view computer screen.  Frequent need to see small detail.  Frequent need to see things clearly beyond arm’s reach.
  • Hearing requirements: consistent need to communicate over telephone and in person.
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