Auction Barn & Equine Administration Clerk

Job Summary The Auction Barn & Equine Administrative Clerk serves as both the operational data hub and the primary gatekeeper for our cattle brokerage and agricultural operations. Working entirely in a professional office environment, this role manages data entry inside our OXE ERP system, acts as the primary phone screener for the business, and coordinates private horse inventories alongside comprehensive feed and medicine tracking for the cattle brokerage operations. This position features a rotating schedule requiring work every other weekend, with the subsequent Monday off, making it ideal for a highly organized professional who excels at multitasking and supply chain data precision. Key Responsibilities Office Management & Phone Screening Primary Communications Screener: Answer all incoming office calls, greet clients, and professionally screen and route inquiries to the appropriate brokers, accountants, or management. Inbound Inquiry Filtering: Serve as the first line of communication for the business, efficiently handling routine questions regarding schedules, logistics, or basic account details while escalating priority business calls. Cattle Brokerage Administration & Supply Tracking Data Management & ERP Entry: Input, update, and manage high-volume transactional data within our specialized OXE cattle ERP software, ensuring absolute accuracy of livestock records. Excel Reporting & Spreadsheet Maintenance: Utilize Excel to build, maintain, and track complex spreadsheets relating to cattle counts, weights, sales summaries, and producer data. Feed & Medicine Inventory Logistics: Track, reconcile, and maintain detailed inventory logs of all feed, supplements, and veterinary medications used in the cattle operations. Monitor usage rates, flag low stock levels, and coordinate with suppliers to place reorders. Pre- & Post-Sale Reconciliation: Assist with digital check-ins, review physical yard tickets against digital records, and resolve data discrepancies prior to finalizing buyer invoicing and seller settlements. Calculate freight charges for trucks transporting cattle from auctions, ensuring accurate invoicing and cost tracking Equine Inventory Coordination Horse Inventory & Asset Tracking: Maintain a comprehensive, up-to-date digital inventory of the owner's horse operations, tracking animal records, current locations, ownership logs, and relevant identification metrics. Expense & Fee Tracking: Monitor associated costs, registration fees, and general financial logs related to the horse inventory, keeping detailed and accurate ledgers in Excel. Schedule & Work Environment Rotating Shift: Required to work every other weekend to support post-sale processing and administrative wrap-up. Environment: This is a dedicated office-based administrative role; it does not require attendance in the live auction ring, exposure to the livestock arena, or hands-on barn/stable work Schedule Rest: Employees receive the following Monday off immediately following a scheduled weekend shift. Qualifications & Educational Requirements Education (Required): High school diploma or equivalent (GED) is strictly required. Education (Preferred): A Bachelor’s or Associate’s degree in Agriculture, Agribusiness, Animal Science, or a closely related field is highly preferred. Software Proficiency: Strong skills in Microsoft Excel (data sorting, managing supply ledgers, basic formulas) are required. Familiarity with OXE cattle ERP software or similar agricultural enterprise systems is a major plus. Inventory & Logistics Management: Proven ability to monitor supply levels, audit physical inventory receipts against digital files, and maintain accurate logs for specialized products (like feeds and medications). Data Accuracy & Focus: Elite attention to detail with a proven track record of managing precise supply metrics and financial data without losing focus while handling phone interruptions. Communication & Reception: Exceptional phone etiquett…

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