Job Description

Rock Island Auction Company (RIAC), the #1 firearms auction house in the world has expanded to Texas and searching for an Administrative Assistant !

Administrative Assistant I is the first impression of Rock Island Auction Company (RIAC) at Bedford, Texas. With an upbeat attitude and polished demeanor, this critical role delivers world-class customer service by greeting visitors, directing customers to the appropriate point-of-contact, resolving customer issues and inquiries, maintaining records, and assisting with auctions.

This role requires you to work onsite Monday through Friday from 8:00am - 5:00pm at our Bedford, TX location.

Essential Job Functions

• Greets visitors and follows security procedures, such as issuing visitor badges and monitoring logbooks.
• Answers, screens, and routes incoming calls from external or internal sources to the appropriate department or team member.
• Processes and completes sales transactions for RIAC merchandise.
• Performs administrative pre-auction and post-auction duties (e.g., data entry, check-out process and invoicing, contacting customers, and mailing letters) while ensuring compliance by following established internal policies, processes, and procedures (i.e., regulatory requirements, cash handling).
• Notifies clients when their purchases or consignment items are ready for pickup and provide courteous support to address any questions or concerns.
• Performs data entry to maintain accurate client records, clean up accounts, and add new clients to our database.
• Receives various methods of payment, including cash, and processes each transaction with integrity, accuracy and efficiency.
• Assists with live auction duties including, but not limited to phone or online bidding, as business needs require.
• Performs general administrative duties (e.g., processing mail, scheduling meetings, data entry, and expense reporting,).
• Assist with maintaining record of office supply inventory and expenses.
• Manages, cleans, and organizes front desk / lobby area.
• Works expected overtime (or hours outside regular work schedule) and required auction weekends (up to 6 per year).  
• Completes other tasks, duties, and projects as assigned.

Knowledge, Skills and Abilities

• Ability and willingness to learn and follow all company rules for firearm safety and general safety.
• Ability and willingness to learn ATF, FFL, and other regulatory compliance, and maintain high-level of such compliance.
• Ability to use and apply sound judgment and logical reasoning while making decisions and/or solving problems.
• Strong work ethic with standards of excellence for integrity, productivity, efficiency, and accuracy.
• Ability to consistently deliver world-class customer service with professional image and conduct, including respectful communication, with all internal and external stakeholders, and competency to understand the importance of such.
• Effective communication skills including active listening with knowledge and ability to resolve customer issues / problems while maintaining composure and professionalism, following internal processes / procedures, and meeting internal quality standards as well as regulatory compliance.
• Excellent organizational and time management skills with ability to swiftly pivot and/or multi-task in order to balance competing priorities and successfully meet deadlines.
• Knowledge, skill, and ability to learn and understand industry vernacular and any key aspects or significance associated with auction items as well as auction process.
• Ability to understand the importance for using discretion and maintaining confidentiality while working with sensitive information and data, and skill to demonstrate such.
• Basic proficiency using Microsoft Office (Outlook, Word, Excel).
• Ability to use and operate office machinery and other relevant equipment, such as telephone, computer, copier, scanner, and various printers.
• Knowledge and ability to perform basic math skills.
• Excellent written and oral communication skills to liaise with internal and external stakeholders with the highest degree of professionalism
• Reads, writes, speaks, and understands English fluently

Education and Experience

• High school diploma, GED, or equivalent required.
• One (1) year previous work experience in firearm sales associate, administrative, receptionist, customer support, or similar role required.
• Experience processing 4473 forms strongly preferred.
• Proven experience using Microsoft Office (Outlook, Word, and Excel) required.

Physical Requirements

Constant sedentary work for prolonged periods up to 100% of the time with occasional moving and transporting up to 25 pounds. Must be able to constantly communicate and exchange accurate information. Must be able to detect, identify, inspect, observe, perceive and assess administrative and customer service operations. Constantly operates and uses telephone, computer, mobile device, and other relevant equipment and office machinery while performing repetitious movements. Constantly works with and around firearms, bladed weaponry, militaria, historic relics, and valuable collectibles.

The employer and its subsidiaries are Equal Employment Opportunity (EEO) employers. To learn more about EEO, please review " EEO is the Law " poster in English (including a screen-readable electronic version), Spanish, Arabic, and Chinese.

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