Administrative Coordinator

Published February 14th, 2024

$20/hr, 25 hours per week

**Key Responsibilities:**
Phocus BI Software – prepare, schedule and run reports

Travel – flights, hotels, dinners, trips, etc.
**Trade Show Registration:**
– Registering for tradeshows on behalf of the company.
– Maintaining records of trade show registrations and related documentation.

**Document Control:**
– Matching pick tickets to reports and scanning/filing them on the server (F drive).
– Scanning UPS Detail Reports and filing them in the (F drive).
– Managing Zurn orders, including scanning and filing in the (F drive).
– Handling labor claims for contractors.
– Processing RGA (Return Goods Authorization) forms for contractors.
– Managing MDF (Market Development Fund) allocation and balances.

**Training Schedule:**
– Maintaining schedules for level 2 and level 3 training sessions.
– Ordering literature and materials for training.
– Setting up training materials prior to classes.
– Tracking and following up with training attendees.
– Managing NSS (National Sales Seminar) renewal attendees.

**Contractor Connection and Communication:**
– Maintaining communication with contractors in our region.
– Managing communication related to NSS contractor participation.

**Mailings and Marketing:**
– Assisting with mailings and marketing efforts as needed.

**Program Management:**
– Managing various programs, including Plumbers Programs, Builders Programs, Housing Authority Programs, and LP Programs.
– Coordinating valve kits distribution and tracking.
– Handling product registration and reimbursement processes.
– Managing serial number registration for Multi Residential Warranty.
– Points registration for Housing Authority Programs.

**Events Coordination:**
– Coordinating housing authority shows, counter days, golf tournaments, and trade shows.
– Scheduling attendees for events.
– Handling registration, payment, and vendor invoicing for trade shows and golf outings.

**Warehouse Duties:**
– Assist in receiving incoming shipments.
– Manage and file paperwork related to receiving, discrepancies, and warehouse operations.
– Process Heat Flo releases.
– Keep track of important dates and deadlines related to warehouse operations.
– Support the cycle count program, including consigned inventory.
– Facilitate warehouse meetings and ensure they are scheduled and executed in a timely.

– High attention to detail and strong organizational skills.
– Excellent communication and interpersonal skills.
– Proficiency in document management and file organization.
– Ability to multitask and prioritize tasks effectively.
– Basic understanding of warehouse operations and inventory management.
– Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
– Previous experience in administrative or coordinator roles, is a plus.

This comprehensive job description outlines the combined responsibilities of the Administrative Coordinator, including both administrative and warehouse-related duties, to ensure the efficient operation of various aspects of our organization.


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