Office Administrator

Richards Industries Cincinnati, OH

About the Job

JOB SUMMARY:  The Office Administrator is responsible for supporting the company by writing up and entering orders, and responding to customer queries.  Also responsible for general administrative support in the form of scanning documents, entering purchase orders and invoices and answering the phones.



  1. Internal & External Customer Service

    1. Supporting / assisting the sales persons in the execution of their duties.

    2. Looking up shipment tracking numbers.

    3. Verifying customer order scheduled dates.

    4. Expediting customer orders as requested by customers or reps.

    5. Researching historical serial number information & specifics.

    6. Quoting routine products when applicable.

  1. Order Write-Up / Entry

    1. Preparing (writing-up) received orders in a timely manner 100% accurate, properly priced, same-day entry is the ultimate objective.

    2. Accurately entering prepared orders into the ERP system 100% accuracy is the ultimate objective.

    3. Entering new customers into ERP system.

  1. Administrative/Clerical

    1. Scanning documents into the ApEx digital paperwork repository.

    2. Processing credit card transactions as necessary.

    3. Processing of Customer Credits as necessary.

    4. Entry of purchase orders and/or invoices into ERP system.

    5. Coordinating the timely distribution of internal and external mail for the company.

  1. Sales Reception

    1. Handling heavy incoming switchboard call traffic during pre-defined periods throughout the day.

    2. Presenting a positive / professional image of the company by use of professional phone skills.

    3. Handling routine customer inquiries by phone and/or email

  1. Lean Manufacturing Initiatives

    1. Employee will need to spend 5% of their time on Continuous Improvement initiatives. This will include weekly 5s activities, Lean events and other tasks that relate to Continuous Improvement.


This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.





QUALIFICATIONS: Superior administrative & customer service skills required! Experience with MAPICS XA / AS400 Operating systems preferred.



  • Knowledge and skills at a level normally acquired through the completion of a Bachelors degree or equivalent experience.



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    Strong customer service and communication skills.

  • Ability to handle multiple tasks in a fast paced environment with constantly changing priorities.

  • Ability to operate general office equipment (PC, Scanner, Fax, Switchboard).

  • Detail oriented with strong analytical skills.

  • Filing skills.

  • Ability to use Microsoft Office products Word, Excel, PowerPoint, Access.

  • Self-directed, with considerable initiative.



  • Ability to analyze unique situations and develop appropriate response.

  • Additional Physical Requirements:file, speak, write, hear, read, type, see.

  • Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, negotiate, supervise, interpret.