Administrative Assistant

Key Responsibilities

Operations & Administrative Support

• Maintain and update the weekly Top Sheet, ensuring all orders, delivery schedules, and pickups are accurate and current

• Proactively contact customers to confirm delivery and pickup dates, verifying all logistical details

• Relay updates and changes to the appropriate operations and sales team members to ensure alignment

• Act as a central point of coordination between sales, warehouse, and logistics teams

• Answer and manage incoming phone calls, and welcome/direct visitors and clients professionally

• Maintain filing systems, spreadsheets, and internal databases, ensuring accurate and accessible records

• Manage office supplies, equipment, and basic expense tracking purchase orders

• Maintain a safe, organized, and clean work environment, ensuring compliance with company policies and procedures

• Perform other related duties as assigned

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Supervisory Responsibility

This position does not supervise other employees.

Work Environment

This job operates in a warehouse environment.

Physical Demands

While performing the duties of this job, the employee has prolonged periods sitting at a desk and working on a computer. The employee is regularly required to stand; walk; sit; handle objects, tools, or controls; reach with hands and arms; climb stairs; communicate with coworkers. The employee must carry, lift, or move objects up to 15 pounds.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are subject to change and may rotate. Needs of the business may dictate long hours and weekend work during high-demand periods.

Minimum Qualifications

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Proficient in Microsoft Office Suite

• Excellent organizational skills and attention to detail

• Basic understanding of clerical procedures and systems such as recordkeeping and filing

• Ability to balance multiple tasks in a fast-paced environment

• Ability to work independently and within in a team dynamic

Preferred Qualifications

• Experience with an audio-visual rental Inventory software system, such as Rental Tracker Pro

• Prior experience in the audio-visual industry

Education and Experience

• Any combination of education, experience, and training equivalent to graduation from high school or a GED

• At least 1 year of experience in an administrative role

Physical Requirements 

• Prolonged periods sitting at a desk and working on a computer

• Must be able to lift to 15 pounds at times

Other Duties

This job description is not intended 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.