Administrative Assistant

Classification: Non-Exempt

Reports to: Warehouse General Manager

Revision date: May 5, 2026

Key Responsibilities

Operations & Administrative Support

• Maintain and update the weekly Top Sheet, ensuring all orders, delivery schedules, and pickups are accurate and current
• Proactively contact customers to confirm delivery and pickup dates, verifying all logistical details
• Relay updates and changes to the appropriate operations and sales team members to ensure alignment
• Act as a central point of coordination between sales, warehouse, and logistics teams
• Answer and manage incoming phone calls, and welcome/direct visitors and clients professionally
• Maintain filing systems, spreadsheets, and internal databases, ensuring accurate and accessible records
• Assist with HR-related functions including onboarding, time and attendance, and general administrative support
• Manage office supplies, equipment, and basic expense tracking purchase orders
• Maintain a safe, organized, and clean work environment, ensuring compliance with company policies and procedures
• Perform other related duties as assigned

Job Functions

AREA

% OF TIME

PRIMARY RESPONSIBILITIES

Administrative Tasks

75%

• Maintain and update the weekly Top Sheet, ensuring all orders, delivery schedules, and pickups are accurate and current
• Proactively contact customers to confirm delivery and pickup dates, verifying all logistical details
• Relay updates and changes to the appropriate operations and sales team members to ensure alignment
• Act as a central point of coordination between sales, warehouse, and logistics teams
• Answer and manage incoming phone calls, and welcome/direct visitors and clients professionally
• Maintain filing systems, spreadsheets, and internal databases, ensuring accurate and accessible records
• Assist with HR-related functions including onboarding, time and attendance, and general administrative support
• Manage office supplies, equipment, and basic expense tracking purchase orders
• Maintain a safe, organized, and clean work environment, ensuring compliance with company policies and procedures
• Perform other related duties as assigned

Customer Service

25%

• Provide excellent customer service to external and internal clients
• Escalate unresolved issues to the appropriate internal contacts
• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Responds to and resolves administrative inquiries and questions

Page Break

Supervisory Responsibility

This position does not supervise other employees.

Work Environment

This job operates in a warehouse environment.

Physical Demands

While performing the duties of this job, the employee has prolonged periods sitting at a desk and working on a computer. The employee is regularly required to stand; walk; sit; handle objects, tools, or controls; reach with hands and arms; climb stairs; communicate with coworkers. The employee must carry, lift, or move objects up to 15 pounds.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are subject to change and may rotate. Needs of the business may dictate long hours and weekend work during high-demand periods.

Minimum Qualifications

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to balance multiple tasks in a fast-paced environment
• Ability to work independently and within in a team dynamic

Preferred Qualifications

• Experience with an audio-visual rental Inventory software system, such as Rental Tracker Pro
• Prior experience in the audio-visual industry

Education and Experience

• Any combination of education, experience, and training equivalent to graduation from high school or a GED
• At least 1 year of experience in an administrative role

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift to 15 pounds at times

Other Duties

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.