Job Description

SUMMARY

Seeking an experienced Administrative Assistant to join a dynamic team within a collaborative and fast-paced environment. This role supports day-to-day operational needs including order entry, quoting, purchasing, scheduling, shipping, invoicing, and general administrative functions. Ideal candidates will bring a background in manufacturing or construction along with familiarity with ERP systems. The position offers the opportunity to work closely with cross-functional project teams, develop operational workflows, and support business efficiencies.

RESPONSIBILITIES

• Enter proposal data accurately into CRM software to support customer engagement efforts.
• Input job details into the ERP system upon receipt of purchase orders.
• Obtain and coordinate material and part quotations while communicating updates to relevant team members.
• Update and maintain vendor information in collaboration with Accounting, ensuring records are current and complete.
• Handle credit application processes for new vendors and manage sales tax exemption documentation.
• Generate and follow through on purchase orders with vendors, ensuring timely delivery of goods.
• Coordinate domestic and international part shipments, maintaining efficiency from origin to destination.
• Create packing slips and issue timely invoices to clients to ensure prompt billing cycles.
• Collaborate with Accounts Payable to resolve discrepancies in receiving documentation.
• Partner with Accounts Receivable to follow up on overdue invoices and maintain cash flow.
• Answer incoming calls and direct them to the appropriate departments or personnel.
• Assist in preparing travel bookings and submitting expense reports for team members.
• Participate in rolling out new administrative tools, systems, or procedures.
• Support internal and external stakeholders in daily administrative and operational activities.

QUALIFICATIONS

• Minimum of 2 years of administrative experience within manufacturing or construction industries.
• Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
• Strong verbal and written communication, interpersonal, and organizational skills.
• Proficient in Microsoft Office Suite, Adobe, and document management tools.
• Demonstrated experience working with ERP/MRP platforms such as SAP, Oracle, or Jobscope.
• Ability to assess processes and suggest enhancements for continuous improvement.
• Self-starter with a proactive attitude and the ability to manage multiple tasks effectively.

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