Overview
Administrative Assistant Jobs in Lexington, KY at TIAA
Job Description
Wuerthner Brothers, a dynamic and growing Industrial Safety Distributor, is seeking a detail-oriented and multitasking Administrative & Customer Service Specialist to join our team. This role combines customer service, data entry, accounting, purchasing, and marketing responsibilities, requiring proficiency in ERP software and Microsoft Office (Excel, Word, Outlook). The ideal candidate thrives in a fast-paced environment, excels at communication, and enjoys supporting both customers and internal teams.
Key Responsibilities
General Duties:
Perform accurate data entry using ERP software and Microsoft Office.
Manage customer and vendor communications via phone, email, fax, voicemail, and in-person interactions.
Handle general accounting tasks, including invoicing, statements, and processing receivables/payables checks.
Maintain organized filing systems for paperwork, customer orders, and vendor communications.
Assist with purchase order creation and marketing initiatives.
Customer Service & Order Entry:
Greet and assist customers in the service room, facilitating order pick-ups and processing “Door Sale” payments.
Receive and enter customer purchase orders (POs) via multiple channels, addressing price discrepancies and backorders.
Print packing slips, notify warehouse/shipping teams, and update customer item/price codes as needed.
Process billing by matching proof of delivery (PODs) to POs, selecting shipped orders for invoicing, and adding freight charges when applicable.
Manage backorder reports, coordinating with vendors and customers to provide updates and alternatives.
Build and maintain customer blanket orders, generating Bills of Lading and scheduling pick-ups.
Accounting Functions:
Accounts Payable: Close POs in ERP software, match vendor invoices to receivers, process checks, and maintain end-of-month expense spreadsheets.
Accounts Receivable: Update customer info, send statements biweekly, and provide invoice copies/PODs as needed.
Prepare end-of-day and end-of-month reports (AR, AP, inventory, sales, tax, etc.) and track key performance metrics.
Purchase Orders:
Acknowledge POs, verifying pricing, items, and quantities; update ERP software and notify purchasing of discrepancies.
Manage backorders by communicating with vendors, customers, and purchasing teams.
Follow up on unacknowledged POs, documenting vendor interactions and filing appropriately.
Process drop-ship POs, including freight calculations and tracking, ensuring accurate billing.
Assist with evaluating usage trends and creating POs to maintain inventory levels.
Pricing & Marketing:
Evaluate vendor pricing, create pricing spreadsheets, and update ERP software with new costs.
Collaborate on customer price increases, generate notification letters, and update customer price codes.
Execute weekly email marketing campaigns using Mailchimp or Constant Contact.
Database Management:
Update and clean customer/vendor databases, including item codes, pricing, contact info, and tax details.
Occasional Warehouse Support:
Count cartons, sign for incoming shipments, and receive products in ERP software.
Assist with picking, packaging, and shipping customer orders.
Operate UPS WorldShip for shipping tasks as needed.
Qualifications
Proven experience with ERP software and Microsoft Office (Excel, Word, Outlook).
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills for customer and vendor interactions.
Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
Basic accounting knowledge (invoicing, AR/AP) and comfort with numbers.
Familiarity with marketing tools (e.g., Mailchimp or Constant Contact) is a plus.
Experience with UPS WorldShip or similar shipping software is an advantage.
Why Join Us?
Wuerthner Brothers offers competitive pay, health insurance, and an opportunity to learn and grow in many different job functions.
Job Type: Full-time
Pay: $40,000.00 – $50,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Shift:
8 hour shift
Work Location: In person
Title: Administrative Assistant
Company: TIAA
Location: Lexington, KY
