Retail Admin

SUMMARY: Provides administrative assistance to the retail store location, including supporting the sales floor, repair shop, and store-based Road Representative. The Administrative Assistant will work directly with West Music customers and other Store Associates to ensure accurate inventory, billing, and customer contact information is updated in our systems. Regular written and verbal/face to face contact with customers will occur.

Essential Duties and Responsibilities include but are not limited to the following:

• Provides Administrative support to the sales floor and Road Sales representatives, including but not limited to data entry, preparing merchandise, invoices, and communicating with schools. May input and update CRM contact information collected by sales reps.
• Accept shipments by unloading vehicles, accepting deliveries and unpacking shipping containers, and documenting any damages incurred.
• Records customer, inventory, and repair items in the appropriate software daily. May prepare invoices or billing statements.
• Manages inventory flow through the store, including receiving inventory, managing transfers, preparing outbound shipping, and assisting with inventory control and cycle counts.
• Will directly communicate with customers via phone, email, and written correspondence. Will communicate with customers to obtain repair authorization and coordinating instrument pick up after repairs, answer questions regarding estimates and invoicing, and provide information regarding special orders and holds.
• Assists in merchandising the floor with new and transferred items. Will generate product information for displays.
• Process rental returns and exchanges.

Assists in the preparation of marketing and band displays.

Education, Experience & Qualifications –

Required qualifications:

• Demonstrated ability to be accurate in work with an attention to detail and an aptitude for working with numbers.
• The ability to work non-traditional hours, including evenings and weekends, is occasionally required.

Desired qualifications:

• General musical knowledge desired (Education, knowledge of, or playing experience in band, orchestra, vocal, or fretted instruments)

Key competencies:

· Service Focus – demonstrates a personal commitment to delivering high quality, professional, responsive service to customers and co-workers

· Communication – shares and receives information using clear oral, written, and interpersonal skills. Demonstrates active listening with co-workers and customers to achieve results.

· Team Player/Collaborative – collaborates with fellow associates to achieve West Music goals. Recognizes and shows respect for the strengths and contributions of others with the ability to develop effective working relationships with co-workers.

· Results oriented – a "can-do" attitude with a desire to take on increasing responsibility and a drive to meet project deadlines.

· Adaptable – thrives in a fast-paced environment; responds positively to evolving priorities or work assignments; is open to feedback.

Physical Demands –

While performing the duties of this job, the employee is required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel objects, tools or controls; and reach with hands and arms. They must be able to perform typing and computer tasks required of this position with or without accommodation. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

West Music is an equal opportunity, equal access employer committed to a diverse workforce. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.