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.