Careers at Phoenix Services
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Phoenix Services LLC is an affiliate of the Apollo funds dedicated to sustainable solutions and maximizing efficiency for the global steel industry with minimal environmental impact, and always with a personal touch.

Position Title:  Administrative Assistant

Reports To:  Director of Sales

Overview of Position:

Administrative Assistants provide clerical and administrative support to all sales representatives, sales managers, and sales directors. In addition, they will also support the Inside Sales Coordinator.

Primary Responsibilities:

  1. Operates, understands, and monitors truck scale program
  2. Answers phones in a professional manner, direct calls, or assist the caller
  3. Determines maximum allowable weight for each truck
  4. Files, orders office supplies, creates and maintains spreadsheets containing customer data
  5. General office maintenance; miscellaneous administrative duties as needed
  6. Works closely with sales staff to gather information from sales system and distribute accordingly
  7. Ability to gather information from sales system and relay to sales staff
  8. Maintains detailed records of incoming/outgoing loads that cross the scales and prepares reports as needed
  9. Maintains work area and equipment in a safe and clean condition at all times
  10. Greets customers in a professional and polite manner
  11. Prepares scales for daily use
  12. Run customer invoices weekly and mail
  13. Maintain customer invoice history and ticket files
  14. Must be able to work other scale locations if necessary
  15. Ability to work the following schedule:
    • Monday through Friday: 7 AM – 3 PM (Winter)
    • Monday through Friday: 6 AM – 4 PM (Summer)
    • Saturdays at the customer’s request

Knowledge, Skills, and Abilities (KSA’s ) Required:

  1. Multitasking
  2. Communication Skills
  3. Organization

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones. There will be moderate travel in the U.S. associated with this job.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk and hear. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Frequent sitting will be necessary.

Required Education and Experience:

  • 2 years in administrative or office manager role

Preferred Education and Experience:

  • Bachelor’s degree from accredited college or university preferred
  • ArcView GIS preferred or willing to complete training within the first year of employment

Other Duties:

Please note this job description is not designed 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.

AAP/EEO Statement:

Phoenix Services LLC provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

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At Phoenix Services, our top priority is to ensure the health and safety of our employees and their families. We at Phoenix are taking proactive measures to avoid the spread of the COVID-19 and in doing so we are following all instructions and guidelines from local authorities, because we take our responsibility as an employer and our general commitment to society seriously. Phoenix is well set up to continue delivering on our commitments and projects with our customers and we have implemented continuity plans in case of wider disruption, due to the COVID-19. Phoenix Services is dedicated to get through these challenging times safely, and we will do all we can to support our employees, customers and partners. #healthandsafety #CDC #WHO

-Mark Essig, CEO