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Administrative Assistant/Receptionist (DST and DCD)

Diamond Comic Distributors, Inc.

Diamond Select Toys and Collectibles

 

LOCATION:  Home Office- Hunt Valley, Maryland

DATE:  July, 2016

POSITION TITLE:  Administrative Assistant/Receptionist

 

POSITION SUMMARY:  This position is unique in that the working hours are divided between the Administrative/Mailroom Department (15 hours per week), and reports to the Administrative Director, and Diamond Select Toys and Collectibles (DST) (25 hours per week), and reports to the President of DST.  Both departments require a candidate with a High School diploma or the equivalent, excellent verbal and written communication skills, excellent organizational skills, prior administrative experience (to include but not limited to: greeting guests in the reception area, answering phones, familiarity with fax and postal machines), the ability to multi-task, and proficiency with Microsoft Office, Word and Excel.  The qualified candidate should be flexible, positive, and able to work with a variety of people and projects.

ESSENTIAL FUNCTIONS FOR ADMINISTRATIVE/MAILROOM:

  • Provide phone coverage for switchboard as well as the Administrative Director
  • Assist with the preparation of various reports and documents as required
  • Data entry/maintenance of Excel spreadsheets
  • Provide administrative support for other various departments as needed
  • Will cross train for Mailroom operations
  • Assist with the weekly distribution of employee products
  • All other duties as assigned

ESSENTIAL FUNCTIONS FOR DIAMOND SELECT TOYS AND COLLECTIBLES:

ADMINISTRATIVE:

  • Add items to webstore
  • Respond to Customer Service email requests and mail product accordingly
  • Inventory Customer Service parts and prizes
  • Enter and track customer response cards
  • Organize and maintain toy archive
  • Archive old project paint masters and patterns
  • Update Purchase Order log
  • Run and circulate inventory report as well as other spreadsheets for outside employees
  • Run and circulate weekly Order Processing report
  • Update the “water log” as Advanced Shipment Notices (ASN) arrive

SHIPPING:

  • Send prizes to contest winners
  • Send product shipments to various factories from the Home Office
  • Distribute product samples
  • Return prototypes to freelancers as needed for touch ups and licensor changes

MARKETING:

  • Work with Graphics Department to create banners, mock ups, signs
  • Pack and unpack product for tradeshows and sales meetings
  • Assemble MiniMates parts as needed for paint masters, ensure stock is up to date
  • Assist Marketing Associate in preparing sales support materials