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Southern States Cooperative · 1 month ago

Customer Service/Retail Admin

Alexandria, KY

Full-time

Onsite

Entry, Mid, Senior Level

Southern States Cooperative is a member co-op specializing in agronomy, farm supply, and petroleum services. The Customer Service/Retail Admin role involves a variety of customer service and office functions, including managing inquiries, processing orders, and supporting accounting tasks. This position requires effective communication and organizational skills to assist management and ensure smooth operations across multiple locations.

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Responsibilities

Assist management and staff, vendors, suppliers, customers, sales team, and other business partners with inquiries regarding daily operations

Answer primary business phone and email account

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

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

Qualification

General accounting principlesCustomer service skillsMS Office proficiencyPoint-of-sale systemOrganizational skillsMathematical calculationsEffective communicationAttention to detailTeamworkDiscretion with confidential info

Required

Effective knowledge of general accounting principles

Able to consistently apply business office and operations policies and procedures

Able to develop and apply knowledge of SSC products, services, and business systems

Able to communicate with customers and counterparts in a friendly, professional, and confident manner

Able to communicate clearly and effectively in writing and verbally

Operational knowledge of office equipment and tools including but not limited to fax machine, copier, printer, calculator, telephone system, spreadsheets, forms, and point-of-sale system

Computer literacy skills to effectively utilize the business systems and software including MS Office

Able to perform mathematical calculations with accuracy

Able to exercise discretion when working with sensitive and confidential information

Able to complete paperwork, reports, and other documentation in a legible, organized, and timely manner

Effective organizational skills and attention to detail

Able to prioritize and complete work within established deadlines

Able to maintain a high level of professionalism

Able to work in a fast paced team environment

Able to work extended hours to meet business demands

Able to speak, read, write the English language in a proficient manner

Valid driver's license may be required

Depending upon location, some travel may be required