updated 11/11
JOB POSITION TITLE: Customer Service Representative/Administrative Assistant
Reports directly to Dennie Taylor, Jr., General Manager
Department: Customer Service/Administrative
Classification: Non-Exempt
Date: Approved:
Job Summary: This is a part time (20 hrs week) staff position within the Customer
Service Department at LPS, LLC.
Admin 1 / CUSTOMER ORDER HANDLER
Summary
Under the direct supervision of the general manager, this position provides
administrative and sales support for the general manager and the director of sales
and marketing in the customer service department. In addition to fulfillment of
customer supply orders, manages the sales contract administration function as it
relates to AOW sales, keeps various logs, coordinates mailings through social media
outlets, and works on special projects. Also, answers non-routine correspondence
and assembles confidential and sensitive information. Deals with a diverse group of
important external callers and visitors as well as internal contacts. Independent
judgment is required to plan, prioritize and organize a diversified workload.
Administrative Responsibilities
1. Work under General Manager with a sense of urgency to perform order
fulfillment for customers through telephone sales using Fishbowl and QB and ship
orders through UPS.
2. Answer phones for general manager and orders department. Takes messages
on LPS phone log or fields/answers for all routine and non-routine questions. Works
in cooperation with other employees to cover phones and organizes and prioritizes
growing volume of information and calls.
3. Establish, develop, maintain and update filing system for business/purchaser
files. Retrieve information from files when needed. Work independently and within
a team on special nonrecurring and ongoing projects.
4. Ability to track nozzle sales in various logs for traceability; ability to track
shipping insurance costs for monthly reporting.
5. Ability to follow shipment close-out protocol: per logs, pre-sort BF, DHR, Social
Network BF, Add to DHR Scan Log, Add to DHR Scan Log File BF, DHR, Scan DHRs,
close out LPS Dashboard and add to Constant Contact.
6. Ability to respond to common inquiries or complaints from customers,
including training requests and scheduling of device and colon hydrotherapy
certification trainings.
7. Perform all above duties while maintaining Lifestream’s published Quality
Assurance and Standard Operating Procedures.
Qualification/Requirements:
Strong interpersonal and communication skills—oral, written and effective listening.
Good conceptual skills and good creative thinking.
Excellent multi-tasking and motivational skills.
Knowledge of MS Office (Word, Excel, Outlook, Access) and Social Media
manipulation required. Knowledge of QuickBooks and Fishbowl preferred.
Must be punctual and customer service driven.
Professional appearance, business casual.
Physical Demands and Work Environment
This job operates in a professional office environment. This role routinely uses
standard office equipment such as computers, phones, photocopiers, filing cabinets
and fax machines.
This is largely an administrative position in a dynamic, fast-paced setting where some
physical activity will be required, such as filing and lifting boxes and packages up to
25 lbs. This would require the ability to lift files, open filing cabinets and bend or
stand as necessary. The noise level in the work environment is moderate to loud as
the location of the facility is in a commercial work zone. Employees do not work to
music.
Position Type and Expected Hours of Work
This is a part-time position, 20 hrs/week, 4 hrs/day. Days and hours of work are
Monday through Friday, flexible start time between 9:00 and 10:30 AM.
Travel
No travel is expected for this position.
Education and/or Experience
Associate's degree (A.A.) or equivalent from two-year college; or at least 1-3 years
related experience and/or training; or equivalent combination of education and
experience.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive
listing of activities, duties or responsibilities that are required of the employee for
this job. Duties, responsibilities and activities may change at any time with or without
notice.
Signatures
This job description has been approved by all levels of management:
Manager____________________________________________________
HR_________________________________________________________
Employee signature below constitutes employee’s understanding of the
requirements, essential functions and duties of the position.
Employee________________________________Date____________