Administrative Assistant

The Administrative Assistant supports the daily operations of the business unit by assisting the Business Administrator, account managers, and customers with a wide range of administrative and service-related tasks. This role helps keep communication flowing, ensures timely handling of customer inquiries, and maintains accuracy and organization of essential business unit processes.

What You Will Be Doing:

Serves as the first point of contact for customers by managing incoming calls, greeting walk-ins, routing inquiries, and ensuring timely follow-up on questions, issues, and complaints.

Maintain office supplies and inventory, coordinating with support office vendors to ensure timely replenishment and service.

Organize and maintain project files to support smooth daily office operations.

Assist with business unit events by prepping materials, coordinating logistics, and providing on-site support.

Support billing and collections by maintaining backup documentation.

Assist the sales team by preparing proposals and bid packages, assembling product information, tracking equipment orders, and supporting customer needs when account managers are unavailable.

Coordinate with vendors to produce and track demo equipment and support documentation for customer returns and equipment status updates.

Complete all additional administrative tasks assigned to ensure smooth business unit operations.

Professional Skills and Knowledge Requirements:

High school education required, strong verbal and written communication skills and solid organizational abilities.

Proficiency with Microsoft Office (Word, Excel) and basic knowledge of word processing, document scanning, and spreadsheets.

Strong customer service skills, including professional phone etiquette, face-to-face communication, and the ability to respond promptly and accurately to inquiries.

Ability to read and write basic business correspondence, follow written and verbal instructions, and present information clearly to customers, vendors, and internal staff.

Basic math skills, including the ability to calculate percentages, ratios, and interpret bar graphs.

Ability to solve practical problems, manage multiple tasks, and work effectively with limited standardization.