Office Administrator

As an Administrative Specialist within the Alkavida Group, encompassing both the Credit Department and Purchasing and Inventory divisions, you will be instrumental in supporting the operational efficiency of both companies. Your role will involve managing credit applications, overseeing inventory management, and facilitating seamless communication with customers and the sales team. Additionally, you will contribute to onboarding processes, software management, customer service, and purchasing-related tasks across both entities.
Key Responsibilities:
Credit Department:
Handle and process credit applications to support the sales team effectively.
Utilize Monday.com to manage customer information, projects, and pending applications efficiently.
Follow provided guidelines for onboarding onto Monday.com.
Manage appointments using Timely, aiming for five appointments daily.
Inform sales representatives about new promotions.
Respond to customer inquiries and ensure the smooth implementation of the appointment system.
Customer Communication and Service:
Answer incoming calls for three associated companies: QMP, Alkavida, and Alkaglam.
Direct calls to the appropriate personnel and provide assistance to customers as required.
Work closely with the sales team to schedule service calls and appointments using QuickBooks and Timely.
Implement customer service procedures and address frequently asked questions (FAQs).
Payment Processing:
Process customer payments for service calls using Authorize.net.
Adhere to specific payment processing protocols based on location (Southern CA, Northern CA, Las Vegas, Texas, and other states).
Coordinate with receptionists and technicians to schedule and confirm service appointments.
Purchasing and Inventory:
Oversee purchasing activities, including order placement and order verification.
Collaborate with suppliers to ensure smooth procurement processes.
Maintain inventory accuracy by regularly updating Monday.com and QuickBooks.
Monitor lead times and ensure timely delivery of products.
Returns and Warranty:
Follow established protocols for processing returns.
Coordinate with suppliers to address product issues covered under warranty.
Administrative Tasks:
Assist the team by completing various administrative tasks, including maintaining company roles and extensions.
Collaborate with team members on updating and verifying inventory sheets.
Provide support to the CEO and department heads as needed.
Qualifications:
Demonstrated experience in administrative roles, preferably in credit management and purchasing.
Proficiency in software tools such as Monday.com, Timely, QuickBooks, and Authorize.net.
Strong organizational and communication skills.
Ability to handle customer inquiries efficiently.
Attention to detail and accuracy in data entry.
Bilingual Spanish preferred but not required.
Job Type: Full-time

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