Job Description

Position: Administrative Assistant

Department:  National Livestock Credit Corp.

Reports to: President

Status: Salary

Location: Oklahoma City, OK (Stockyards)

Qualifications:

• Proven experience in administrative support, customer service, or loan operations preferred.
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office and document scanning software.
• Comfortable with customer interaction and internal coordination.
• Ability to maintain confidentiality and attention to detail.

Customer Service & Communication:

• Answer incoming phone calls, transfer calls appropriately, and assist customers with balance inquiries, statements, and check verifications.
• Set up new customers on the customer portal website.
• Communicate with inspectors, analysts, and customers regarding inspections and documentation.

Loan Support & Document Management:

• Audit, scan, and file all loan documents.
• Pull and prepare reports for loan meetings.
• Maintain and update the loan inspection list regularly.
• Receive, scan, and save inspection reports (via mail or email), notify analysts, and update internal records.
• Mail margin checks and additional signature forms as needed, and update customer accounts upon return.

Administrative Tasks:

• Order customer checks and match invoices to incoming orders.
• Set up all new customers in Great Plains to integrate with PaperSave.
• Scan tax returns and send them back via registered mail.
• Perform regular post office runs for mailing and purchasing stamps.
• Manage covered parking assignments and maintain tracking spreadsheet.

Procurement & Office Management:

• Order and manage all office supplies.
• Shop for and maintain kitchen stock, including coffee for all offices.
• Order funeral flowers, cleaning supplies, and lunches as needed.
• Coordinate with cleaning staff to schedule services and generate invoices.
• Purchase and distribute NL-branded promotional items (swag).
• Order all swag and fill bags for the annual meeting.

Event & Gift Coordination:

• Order Christmas cards and coordinate holiday gifts for the Board of Directors and select customers.
• Ship customer gifts as needed.
• Book hotel accommodations at Embassy Suites for staff and executives upon request.

Accounting & Finance Support:

• Sign checks related to the NLCC lien bank account.
• Assist with Mastercard orders for customers along with NLCC & NLCA staff.
• Create and manage credit card transaction lists for customers upon request.

Digital Record Keeping:

• Add customer signatures to NetSuite.
• Save balance sheets and statements to shared drive monthly.
• Email balance sheets and statements to inspectors.

Other Requirements:

• This position requires the physical ability to perform extensive repetitive motions in using a computer and the routine use of other office equipment.
• Work is typically performed while sitting and does not require heavy lifting.
• Must be willing and able to perform all job-related travel.
• Other assigned duties.
• This job description does not imply an employment contract. This is an employment-at-will position.

• Send resume to Chris Carroll, President, at chrisc@nationallivestock.com

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