Archived listing. The details below describe a past opening.
Required Skills & Experience
Qualifications
High school diploma or equivalent required; additional education or administrative experience preferred.
Previous experience in customer service, office administration, or a similar role preferred.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Ability to learn company software, databases, and order management systems.
Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
Professional demeanor with a positive, customer-focused attitude.
Ability to work independently while contributing effectively to a team.
Preferred Skills
Experience with purchase orders, order entry, invoicing, or accounts receivable support.
Experience communicating with business-to-business (B2B) customers.
Familiarity with SalesForce.
Strong problem-solving skills and the ability to follow through on customer requests.
Job Description
Key Responsibilities
Project Management
Manage software, hardware, and implementation projects for manufacturing customers, ensuring successful deployment and adoption. Partner with customers and internal teams to define project requirements, milestones, timelines, and success metrics. Track project schedules, budgets, risks, dependencies, and deliverables while providing regular updates to key stakeholders. Facilitate cross-functional collaboration across sales, product, engineering, and customer success teams. Proactively address challenges, resolve issues, and drive projects through successful completion while maintaining a positive customer experience.
Order Processing & Documentation
Process customer orders, purchase orders, and related documentation accurately and efficiently. Review purchase orders to ensure alignment with quotes, pricing, and company requirements. Assist with invoicing, billing documentation, and order-related inquiries. Maintain accurate customer records and update information within company systems. Coordinate with internal teams to support order processing, billing, and service-related documentation.
Customer Support
Respond to customer inquiries by phone, email, and other communication channels in a timely and professional manner. Assist customers with order status, invoicing questions, account information, and general requests. Provide consistent follow-up to ensure customer needs and concerns are fully addressed. Build and maintain positive customer relationships while helping resolve issues effectively. Communicate customer requests, concerns, and updates to the appropriate internal departments. Deliver a professional and positive customer experience throughout every interaction.
Office Administration
Perform general administrative duties, including data entry, filing, document preparation, and record maintenance. Manage incoming phone calls, emails, mail, and other office communications. Maintain organized digital and physical files and records. Assist with meeting scheduling, calendar coordination, and preparation of meeting materials. Order and maintain office supplies and help keep shared office areas organized. Support day-to-day office operations and administrative needs. Assist with planning corporate events, team activities, and weekly lunches.
Team Support
Provide administrative support to sales, accounting, customer service, management, and other internal teams as needed. Prepare reports, track outstanding items, and follow up on action items and deadlines. Help identify opportunities to improve office procedures and administrative workflows. Assist with job postings, interview scheduling, and onboarding preparation. Support special projects and additional business needs as assigned.
Executive Administrative Support
Provide direct administrative support to executive leadership, including calendar management, meeting coordination, and appointment scheduling. Coordinate business travel arrangements, including flights, hotels, transportation, and itineraries. Prepare, format, edit, and proofread correspondence, reports, presentations, and other business documents. Support meeting preparation by organizing materials, creating agendas, documenting notes, and tracking follow-up items. Handle confidential information and sensitive business matters with discretion and professionalism. Monitor and prioritize incoming communications to ensure important requests and deadlines receive appropriate attention. Coordinate internal and external communications on behalf of executive leadership as needed. Assist with research, special projects, and administrative tasks supporting executive priorities. Maintain organized records, files, and documentation related to executive activities. Anticipate administrative needs, proactively resolve scheduling conflicts, and help ensure daily operations run efficiently.