Career Opportunity Application

Position: Administrative Assistant - Customer Service Dept.

Position Summary/Objective

As part of the Customer Service department, the Customer Service Administrative Assistant will be responsible for assisting and supporting the Customer Service team, including the Customer Service Supervisor, Director and Vice President of Sales.

Essential Functions & Responsibilities

  • Provides tracking of shipments on orders placed by territory sales team by reaching out to manufacturers, obtaining shipment details, adding information in SX computer system and communicating to sales force
  • Assists with the preparation for training events including but not limited to rooming lists, name tags, catering needs, equipment rentals, agendas, sample coordination and other miscellaneous tasks
  • Assists with coordination and preparation for new hire training groups including preparing manuals/materials, assembly of passwords, contact info, etc., sample account set up, sample orders, conference room reservations, scheduling and training material updates (with direction)
  • Coordinates hotel reservations for new hires, managers and for sales events
  • Distributes incoming mail and email – forwards purchase orders, Customer Service web orders to assigned CSR and distributes faxes to general fax line
  • Sources new product ideas as time allows
  • Maintains catalog file, inventory of catalogs and flyers for Customer Service team
  • Files as necessary
  • Makes copies/printing as necessary
  • Assists in maintaining the PC showroom and sample room 
  • Prepares coffee and tea for Customer Service area
  • Coordinates/purchases food for meetings including shopping for food and set up for management meetings
  • Other duties as assigned

Eventual progression to additional Customer Service department responsibilities may include:

  • Assists Customer Service team with basic SX requests
  • Maintains Customer Service department status reports
  • Updates the TriMark R.W. Smith Product Source Guide
  • Maintains pricing on smallwares installation checklist price
  • Assists with the coordination and entry of Sample of the Month shipments
  • Other duties as assigned

Competencies, Skills and Abilities

Traits and Characteristics that will predict success in the position: 

  • Service Oriented Attitude- Must provide excellent service to customers (internal and external)
  • Communication Skills- Ability to communicate clearly and professionally to customers, vendors and coworkers (verbal and written)
  • Organization- Utilizes available tools and resources to prioritize and strategize workload


  • Strong written and verbal communication skills
  • Strong conversational phone skills, and experience dealing with customers (internal or external)
  • Solid understanding of proper grammar usage, sentence structure with average (or above average) spelling skills
  • Ability to think on your feet and respond quickly, as well as, reprioritize to meet ever changing needs
  • Basic business math skills required
  • Ability to add, subtract, multiply, and divide in all units of measure
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
  • Working knowledge and experience within the following Microsoft Office applications
  • Ability to learn, become proficient with and maneuver within various order processing and tracking systems


  • Some experience with basic business writing
  • Ability to calculate figures and amounts such as discounts and percentages
  • Ability to think creatively and problem solve
  • Prior use of ERP, order entry systems, or systems used to key and track orders and to find and price products

Certificates and Licenses:

No certifications needed

Education & Experience



  • Associate’s degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training
  • Strong communication skills, attention to detail and organized


  • Experience within the hospitality or food service field, with working knowledge of food service, back of the house and front of the house supplies
  • Prior experience with vendors, manufacturers, or buyers/purchasing agents a plus
  • Experience in distribution environments a plus
  • Flexible, with the ability to work independently or as part of a team

About the Company

TriMark R.W. Smith was established in San Diego in 1935 as a wholesale food service equipment and supply distributor serving San Diego County.  Currently, we have two distinct business lines including a  full-service turnkey supplier of food service supplies and equipment  and c ustom design/fabrication of controlled environment rooms .

Our Benefits Package:

Our total compensation package includes market competitive base salaries; bonus programs; and, employee benefits, which are available after 30 days of consecutive full-time employment (for hire dates 11/1/18 and after).  Our paid time off program includes paid vacation, sick leave and holidays. 

Additionally, TriMark R.W. Smith offers medical insurance with prescription drug coverage, dental, vision and life insurance programs; and 100% employer paid premium for long- term disability coverage. Full time employees are also eligible to participate in the Section 125 pre-tax premium plan, health and dependent care spending accounts and our pre- and post-tax 401(k) retirement savings plans.

TriMark R.W. Smith is an Equal Opportunity Employer – Minorities/Females/Individuals with Disabilities/Veterans.

TriMark R.W. Smith participates in  E-Verify , a service of DHS and SSA, where required. See the E-Verify notice in  English  or  EspaƱol .

TriMark R.W. Smith will consider all applicants in a manner consistent with the requirements of the Fair Chance Initiative.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our Career Center as a result of your disability. To request assistance or an accommodation, please contact Human Resources at:

Only local applicants will be considered for this position.  Relocation costs are not covered by TriMark R.W. Smith.  

Employment with TriMark R.W. Smith may be contingent upon successfully complying with the Company's post-offer, pre-employment drug/alcohol screen, a background check, and a motor vehicle record pull.  Employees who either drive a company-owned vehicle or routinely drive their own vehicle while conducting business on behalf of the Company may be required to annually participate in our motor vehicle record pull, and to provide the Company with a copy of their driver's license and motor vehicle insurance.  

We provide a smoke-free and drug-free work environment. 

Third-party recruiters and agencies without a current signed contract should not respond to this  posting.

Apply Here!