Vending Operations and Admin Support Assistant

Assistant to Kelsey — Vending Operations & Administrative Support

Location: Monroe, Louisiana

Schedule: Full-time, Monday–Friday

About the position

We’re looking for a highly organized, dependable assistant to work directly with two of managers in a fast-paced vending operation.

This person will help keep the day-to-day business moving by taking smaller administrative and operational tasks.

What you’ll be doing:

• Organizing and responding to emails, calls, and employee/customer requests
• Entering and maintaining information in vending management systems
• Creating, checking, and organizing invoices and orders
• Helping with product orders, UPCs, pricing, planograms, and product information
• Following up with vendors and suppliers
• Communicating with vending locations and customers
• Helping track issues with machines, products, inventory, and accounts
• Preparing reports, spreadsheets, and other documents
• Keeping paperwork and digital files organized
• Following up on things that have been requested so they don’t get forgotten
• Helping coordinate service issues and making sure problems actually get resolved
• Assisting with new projects and account implementations
• Handling routine tasks independently instead of requiring constant direction
• Occasionally helping with time-sensitive requests or early-morning employee/customer communications
• Being the person who can say, “I’ve got it,” and actually mean it

The ideal person is:

• Extremely organized
• Good with computers and learns software quickly
• Comfortable working with spreadsheets and numbers
• A strong communicator
• Detail-oriented without getting stuck on tiny things
• Able to prioritize when several things come in at once
• Comfortable making phone calls and dealing with people
• Good at following through
• Self-motivated and able to work independently
• Not afraid to ask questions when something genuinely needs clarification
• Calm when things get hectic
• Trustworthy and discreet
• Someone who notices what needs to be done before being asked

This is NOT a good fit for someone who:

• Needs to be told what to do every five minutes
• Gets overwhelmed by multiple priorities
• Doesn’t like making phone calls
• Is careless with details
• Lets emails/tasks sit without following up
• Says “that’s not my job” when something needs to get handled

What success looks like

The goal of this position is simple:

Make job easier.

If something can be handled by the assistant, it should get handled without unnecessarily landing back on my desk. The right person will gradually learn the business well enough to anticipate needs, solve routine problems, keep things organized, and bring me only the things that actually require my involvement.

Experience with vending, VMS, inventory systems, customer service, office administration, purchasing, or operations is a plus, but the right attitude and ability to learn are more important.

Ask for Kelsey

Work Location: In person