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Agcy Administrative Support Clerk

Date: Nov 18, 2019

 Arc Products, a subsidiary of Lincoln Electric, designs and manufactures automated welding systems focused on fixed automation, orbital TIG and orbital MIG. Located in San Diego, California, Arc Products engineers and manufactures standard and custom automation systems for simple to complex applications. 

Req. ID: 18492 

 

Arc Products seeks an Administration Support Clerk to join our growing team, in San Diego’s South Bay area. This position's primary function is to provide admin support to our Administration Division while serving as the primary point of contact between Arc Products, our customers and field reps.

 

The Administration Support Clerk is responsible for assisting the team in developing and maintaining client relationships while providing accurate and timely product quotations, order management and planning and implementation, internal coordination and basic office functions. The ideal candidate will possess excellent verbal and written communication skills, be extremely self-motivated and driven to always provide outstanding customer service in a fast paced environment. This position requires a detail oriented person that is dedicated to accuracy and works well under pressure and continuous deadlines.

 

Duties & Responsibilities

Management & Facility Support

As directed by Executive Management this position supports in the facility administrative functions at Arc Products:

  • Serve as the point person for maintenance, mail, supplies, equipment
  • Organize meetings and events
  • Maintain the office condition and arrange necessary repairs
  • Organize office operations and procedures
  • Facilitate any necessary office equipment needs
  • Provide general support to visitors
  • Address employees queries regarding office management issues (e.g. supplies, travel arrangements, project work)
  • Liaise with executive management, including cleaning, general services and security
  • Assist with employee and agency on-boarding/off-boarding (required paperwork, ISA, hardware/software, etc.)
  • Time and attendance administration
  • Partner with HR to update and maintain office policies as necessary
  • Administer and maintain the project tracking system, to include adding projects, employees, producing and analyzing reports.
  • Assist with vendor administration to include invoice submittal and tracking, working with accounts payable, vendors and IT Managers to resolve payment issues.  For new vendors ensure proper paperwork (W9’s, Supplier Information Sheet) is completed by vendor and sent to supply management.
  • Assist with the development of presentations taking data from various  sources and organizing it within PowerPoint

 
Office Support

  • Act as liaison between field reps and office staff (emails, calendar, messaging).
  • Constantly updating and maintain the sales portion of a tracking board.
  • Generate detailed quotes for both Standard and Engineering Systems & Solutions.
  • Prepare responses to routine inquiries.
  • Answer and screen all incoming calls.
  • Order entry and processing.
  • Assist the sales and service team with admin duties as needed.
  • Coordinate food & refreshments for meetings and/or presentations.
  • Process Order Confirmations in SAP system.
  • Maintain Team Process Documentation.
  • Account assignments and data clean up.
  • Create and modify reports in Excel.
  • Additional administrative duties and project assignments as needed


Requirements

  • Qualified candidates will have a minimum of 2 years of clerical office experience, preferably in an office setting working as sales admin or in customer service support role.
  • Must enjoy speaking and assisting on the phone with customers; Must be able to professionally communicate clearly and effectively with clients and vendors.
  • Must be able to work in a fast paced environment and meet deadlines.
  • Must have excellent follow-up and research skills.
  • Must be technologically inclined and proficient in MS Outlook, Word; and strong Excel with formulas, VLOOKUP and functions experience.
  • A sales background is a plus.
  • Must have the ability to learn quickly, work independently, and contribute in a team environment.
  • Strong organizational and time management skills are required.
  • Must be detail oriented with the ability to handle multiple tasks.
  • SAP and Salesforce experience is a preferred.
  • Possess high level of integrity and ability to use good judgement and discretion in handling sensitive and confidential information
  • Attention to detail and problem solving skills

 
Physical Demands
This position requires the ability to remain in a stationary seated position approximately 80% of the time. There will be occasional shift sitting, standing, walking, bending and lifting.  In addition, the individual must also have the ability to lift between 10 -- 40 lbs.

 
Education and Experience

  • Associate's degree in business, accounting, communications or marketing is preferred.
  • Minimum of 2 years working in a business environment with a customer service focus
  • A valid CA driver's license is required

 
Additional Position Details

  • Work Schedule: Monday – Friday 8:30 am – 5pm.
  • Must be able to successfully pass a drug and background check.

 
This job description provides information about the general nature and level of work performed by employees assigned to this classification. It is not a complete list of all responsibilities, duties, and skills required of personnel so classified. An employee may be required to perform duties outside of normal responsibilities from time to time and at any time, as needed.
 

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.

Lincoln Electric is a $2.5B publicly traded company (NASDAQ) with over 10,000 employees around the world.  With operations in over 40 manufacturing locations in 19 countries, we are well positioned to continue this partnership and poised to grow with our customers. 

As a part of that continuing legacy, you will contribute to a new generation of innovation and experience the pride that comes with being part of the solution to the world’s challenges.  It is a great time to be part of the welding industry!

Lincoln Electric does not accept unsolicited resumes from third-party recruiters.  Resumes submitted to any employee(s) of Lincoln Electric without a signed vendor agreement, by the Manager of Recruiting & Training, will become property of Lincoln Electric.  Verbal or written commitments from any other member of Lincoln Electric will not be considered binding terms.  The Lincoln Electric Company will not pay a fee to any third-party recruiter that has not coordinated their recruiting activity through the Recruiting Department.

Employment Status: Hourly Full-Time 
Function: Sales 
Section:  Arc Products (US75) 

EOE


Nearest Major Market: San Diego

Job Segment: Clerical, Engineer, ERP, Welding, Office Manager, Administrative, Engineering, Technology, Manufacturing