Job Description

Job Description

Job Description

The Retail Office Assistant - Flex is responsible for providing administrative, customer service, and operational support to assigned retail locations. This position will be based out of a designated home retail location but serves as a flexible resource across the organization, providing coverage and support at other retail locations when needed.

The Flex Office Assistant assists with planned and unplanned absences, employee leaves, training support, staffing gaps, seasonal workload increases, and onboarding of new office personnel. This role requires adaptability, strong organizational skills, excellent communication, and the ability to quickly learn and support varying location processes and personnel.

Essential Duties & Responsibilities

Customer Service & Public Relations

• Serve as the first point of contact for customers, vendors, and visitors.
• Assist customers with account inquiries, payments, billing questions, and general service needs.
• Maintain a professional and positive company image through all customer interactions.
• Answer and direct phone calls while providing exceptional customer service.

Office Administration

• Perform administrative and clerical duties including filing, record maintenance, data entry, and document management.
• Maintain office organization and ensure records are accurate and up-to-date.
• Assist with invoicing, purchase orders, customer account maintenance, and other administrative processes.
• Support compliance with company policies, procedures, and reporting requirements.

Inventory & Operational Support

• Assist with inventory documentation, reconciliation, and recordkeeping.
• Support location personnel with operational paperwork and reporting requirements.
• Help maintain accurate records related to product movement, inventory adjustments, and seasonal programs.
• Coordinate with Davenport office personnel regarding required documentation and reporting.

Credit & Account Support

• Assist managers and customers with account setup and maintenance.
• Support credit and collections activities as directed.
• Coordinate with the Credit Department regarding customer accounts, applications, and account inquiries.

Flex Coverage & Training Support

• Travel to retail locations as needed to provide office coverage during vacations, medical leave, staffing shortages, or other absences.
• Assist with onboarding and training of new Office Assistants and administrative staff.
• Support locations experiencing increased seasonal workloads.
• Learn and maintain knowledge of procedures across multiple retail locations.
• Serve as a resource for process standardization and best practice sharing between locations.
• Work cross-functionally with location managers and office staff to ensure continuity of operations.

Qualifications

• High school diploma or equivalent required; Associate's Degree preferred.
• Previous office administration, customer service, bookkeeping, or agricultural business experience preferred.
• Proficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information professionally.
• Self-motivated with the ability to work independently and adapt to changing priorities.
• Ability to learn multiple location systems and procedures quickly.

Physical Requirements & Working Conditions

• Ability to sit, stand, and work at a computer for extended periods.
• Occasional lifting of up to 25 pounds.
• Regular travel between retail locations as needed.
• Valid driver's license and acceptable driving record required.

Key Success Factors

The successful candidate will:

• Be highly adaptable and comfortable working with different teams and managers.
• Thrive in a fast-paced environment with changing priorities.
• Demonstrate exceptional customer service and professionalism.
• Quickly learn and implement location-specific processes.
• Act as a dependable resource that helps maintain smooth operations across all retail locations.

Reporting Relationship

This position reports to the Retail Manager of the home location with a dotted-line reporting relationship to the Administrative Manager and may receive direction from management at locations where temporary coverage is being provided.

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