Sales

Office Administrator

Job Title: Front Office Administrator
Reports To: Executive Sales Assistant

SUMMARY: Manages a variety of general office activities by performing the following duties personally.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

SALES

• Provides necessary support to the Branch Sales Manager and the sales team.
• Enter/scan/copy and process all contracts into the system.  Must verify all information is correct including customer initials and appropriate forms.
• Update print and post all logs and sales reports daily.
• Update sales boards daily.
• Receive and process all company cancellations adhering to the AHCI cancellation policy.
• Make sure all new hire paperwork is received from Branch Sales Manager and completed in a timely manner and filled out properly.
• Complete Training manuals for Branch Sales Manager

GENERAL OFFICE

• Organizes and implements office operations and procedures such as correspondence, phone procedures, requisition of supplies and other clerical services.
• Answers phone questions with accurate information and/or directs the call to the appropriate person or to their voicemail.
• Maintains daily interoffice checklist to track overnight packages and its contents.
• Provides correspondence support for the sales team.
• Prepare outgoing GSO, UPS and USPS mail to ensure delivery is made per instructions of the sender.
• Receive incoming mail and deliveries and route to approriate departments.
• Responsible to keep both office and working environment and kitchenette areas clean and organized.
• Maintain copy and postal machines.  Ensure adequate supplies and postage.
• Arrange food supplies for company functions (i.e. birthday parties, sales meeting, etc.)

HR SUPPORT

• Provide new employees with new hire packets and ensure that all paperwork is completed and sent to San Diego.
• Distribute payroll checks each payday with commission sheets for reps.
• Acts as liaison among the employees,  the Executive Sales Assistant and the HR Manager as required.
• Ensure that all legal posters are posted and up to date.
• Keep Executive Sales Assistant and HR Manager informed of any issues that arise in that branch office.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactory.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); and two years related experience and/or training; or equivalent combination of education and experience.

COMPUTER SKILLS
Possesses basic to intermediate computer skills.  Experienced/skilled with Microsoft Word, Outlook, Excel and Internet.  Able to operate normal office equipment, copy machines,faxes, scanners, etc.

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.  Ability to write routine reports and correspondence.

REASONING ABILITY
Ability to apply common sense understanding in order to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS
While performing the regular duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is frequently required to reach with hands and arms and stoop, kneel, crouch or crawl.  Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job.  Work is done in a comfortable work environment.

PERFORMANCE MEASUREMENT STANDARDS

• Excellent Attendance
• Is organized and provides a professional presentation at training meetings.
• All data entry and reports processed accurately.
• All work performed in a timely and professional manner.
• Excellent internal and external customer service.
• Makes recommendations to improve processes that need improvement.
• Keeps files and office environment clean and organized.
• Uses initiative when additional work needs to get done.

Contact Information:

AHCI Recruiting Department
6335 Ferris Square, Suite #B
San Diego, CA. 92121
Direct Line: (858) 220-7762
Fax Line: (858) 457-5342

Email resumes to: recruiting@ahcionline.com