EXECUTIVE ADMINISTRATIVE ASSISTANT

Reports to: VP of Feed Division

Position Summary: Responsible for professional customer service, purchasing, coordination of transportation and administrative duties as it relates to the Feed Division. 50% of this role is purchasing and pricing of feed products. The other 50% of this role would be to assist the VP of the Feed Division.

Duties & Responsibilities:

• Assist in the purchasing of feed products daily.
• Assists in the tracking of transportation and delivery of products to our feed mill locations.
• Assists in the tracking of feed deliveries that are direct to the farm deliveries.
• Issuing and tracking of purchase order numbers for all Toll Mill purchases.
• Sending out feed contracts to customers and tracking to insure proper signatures from customers.
• Daily processing of PO purchase order sheets to insure location managers and accounts payable staff get information in a timely manner.
• Assists in maintaining the files and records of customers as necessary.
• Provide daily grain retail price sheets for the feed division.
• Provide prices for selected daily bid situations and customer follow-up.
• Prepare Power Point presentation material for supervisor.
• Generate weekly and monthly reports such as ROI tracking, Net Controlled cow report, promotional sales reports, tracking of division goals verses actual performance, and monthly performance indicator reports.
• Communicates with customers and relays pertinent information to the appropriate personnel.
• Provide bi-weekly feed prices to outside feed consultants.
• Provide monthly reports to outside feed consultants.
• Monthly sales performance summary for Feed Sales Specialists.
• Performs other duties as assigned by supervisor.

Customer Service

• Take customer calls and refer callers to appropriate staff members.
• Promote customer purchasing when contract opportunities arise.
• Provide pricing on bid situations to customers and outside consultants.
• Follow up on feed bid situations and ask for the orders (sales).
• Email weekly feed market information sheets to customers and consultants.
• Help monitor credit on direct ship customers.

Qualifications:

• Previous feed experience is required.
• 7-10 years of administrative experience is required (agricultural background is required).
• Must be proficient in use of Microsoft Office software and other personal computer software.
• Must be proficient in Excel and Power Point software.
• Must have good communication skills and be organized.
• Must have high attention to detail and professionalism.
• Must have good customer service skills along with the ability to sell.
• Must have good negotiation skills with feed purchasing.

Working Conditions & Physical Requirements:

• Perform duties in a professional office setting.
• Ability to sit for long periods of time.
• Ability to stoop, bend, and reach on occasion.