Office/Branch Support Associate

Johnstone Supply is a wholesale distributor catering to professional HVACR contractors, offering the industry's largest selection of equipment and genuine OEM parts. With 13 locations across New Jersey, Lower New York, and Staten Island, we are dedicated to our work and believe in the power of growing together. By fostering partnerships with our employees, customers, and the community, we help each other thrive and achieve success.

Position Summary

The Seasonal Office Support Associate will be responsible for providing support to ensure efficient operation of the branch. They will support branch managers and employees through a variety of tasks related to organization and communication. The most common mode of communicate with customers and vendors is via phone and email, ensuring that all administration tasks are completed accurately and delivered with high quality and in a timely manner. Moreover, the Branch Support Associate will maintain professional relationships with customers and assist in increasing sales and marketing of customer training opportunities.

Essential Job Functions 

• Answers and directs all incoming phone calls. Maintains voicemail box, company telephone lists and distributes incoming faxes and mail to personnel.
• Serve as the first point of contact for the sales team, answering phone calls and responding to emails accurately and in a timely manner.
• Manage all office work such as data entry and copying and maintain an organized and relevant filing system.
• Forward invoices to accounts receivable as directed. 
• Maintains records and files for related customer and vendor information. 
• Collaborates with human resources and customer training coordinator to ensure branch trainings for customers/employees run smoothly.
• Assists in training classes by enrolling students, following up with reminder phone calls, keeping waiting list on full classes, ordering refreshments, and setting up classroom. 
• Maintain inventory of office supplies and place orders as required.
• Supports customer coffee area by replenishing stock and making coffee as necessary.
• Performs any other duties as may be assigned by the Branch Manager and assists in other areas of the branch and company as necessary.

What are we looking for in an Seasonal Office Support Associate?

• Strong organizational and project management skills.
• Proficiency in Microsoft Office required with aptitude to learn new computer applications.
• Experience with Eclipse is a plus.
• Polished and professional demeanor in person, online and via phone.
• Detail orientated, proactive, and driven to execute high quality work on time.
• Ability to multi-task and work on various projects simultaneously keeping them on track and providing clear status updates.
• Excellent oral and written communication skills. Bilingual is a plus