Administrative Assistant Duties for a Firearms Dealer
Phone Call Management:
Answer incoming phone calls promptly and professionally.
Direct phone calls to the appropriate department or personnel as needed.
Take accurate messages when the relevant staff members are unavailable.
Email Management:
Manage the general email inbox, sorting and responding to customer inquiries and requests in a timely manner.
Follow up with emails and ensure any important communication is addressed by the appropriate team member.
Receiving and Processing Items:
Assist in receiving shipments of firearms, ammunition, and accessories.
Upload the necessary paperwork and inventory details into the system accurately.
Ensure proper storage and organization of items upon arrival.
Filing and Document Management:
File and maintain paperwork according to company and legal requirements.
Organize physical and digital records for easy access and retrieval.
Ensure all documents are accurately labeled and stored securely.
Customer Paperwork Assistance:
Assist customers in filling out required forms (e.g., Form 4473, background check forms) during firearm transactions.
Ensure that all necessary information is accurately recorded and entered into the system.
Sales System Data Entry:
Ensure customers’ personal information is entered into the sales system accurately, including phone numbers, email addresses, and transaction details.
Collect customer data for marketing purposes, with permission, for promotional outreach and communications.
Cleanliness and Organization:
Help maintain a clean, organized, and safe work environment, including the front office, filing areas, and customer service spaces.
Ensure that all workspaces are tidy and professional, following safety and cleanliness guidelines.
Skills and Qualities:
Strong organizational skills to handle paperwork, data entry, and filing systems.
Excellent communication skills for phone calls and email responses.
Attention to detail to ensure accurate paperwork completion and customer data entry.
Ability to work well in a team and support other departments as needed.
Proficiency in office software and sales systems for data entry and organization.
This set of duties highlights the administrative responsibilities of the role, focusing on customer interactions, paperwork management, and maintaining an organized and professional environment.
