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Southern States Cooperative · 3 months ago

Customer Service/Retail Admin-RVA Energy

King William, VA, 23086, United States

Full-time

Onsite

Entry, Mid, Senior Level

Southern States Cooperative is a member-owned agricultural supply cooperative. The Customer Service/Retail Admin role involves performing a variety of customer service and business office functions, including assisting customers, processing orders, and handling office accounting tasks.

AgricultureFarmingFertility

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 on-line 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

Perform all other job functions as assigned

For multiple locations or a single location with significant business volume: provide comprehensive customer service and order processing, sales and service support, accounting, and office administration functions. Effectively apply operational expertise to handle increasing complexity and business volume

Serve as liaison for external business partners (such as Asmark). Coordinate with a diverse group of industry professionals and corporate office contacts at various levels of the organization. Attend meetings and provide input on behalf of the location(s) as assigned

Resolve escalated and complex customer issues with skill and diplomacy. Engage appropriate counterparts for resolution as necessary

Assist manager with DOT Files

Assist with various phases of collection on accounts receivable

May serve as a key holder and perform related functions in accordance with safety and security policies

Perform all other job functions as assigned

Qualification

Customer serviceOffice administrationAccounting functionsInventory managementEvent coordinationTeamworkCommunication skillsProblem-solving

Required

Perform a variety of customer service and business office functions for a Southern States agronomy, farm supply, member co-op, and/or petroleum location

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 on-line 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

Perform all other job functions as assigned