Business Administrator

Essential Duties and Responsibilities

• Answer and direct incoming phone calls while providing exceptional customer service.
• Prepare customer quotes and proposals based on operational requests.
• Create, process, and track purchase orders (POs).
• Coordinate with vendors to obtain pricing, availability, and delivery information.
• Maintain project documentation, files, and administrative records.
• Assist with scheduling, logistics coordination, and turnaround project support.
• Enter and maintain accurate data within company systems.
• Monitor order status and follow up on outstanding quotes, POs, and deliveries.
• Communicate effectively with internal departments, customers, and vendors to ensure timely project execution.
• Assist with invoicing support, reporting, and other administrative functions as needed.
• Maintain confidentiality of company and customer information.
• Perform other duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative, office, or customer service experience.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently while managing multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.

Preferred

• Experience in industrial services, turnaround operations, logistics, or construction.
• Experience preparing customer quotes and processing purchase orders.
• Familiarity with ERP or purchasing systems.
• Knowledge of vendor coordination and project administration.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks while meeting deadlines.
• Professional communication with employees, customers, and vendors.
• Ability to maintain accurate documentation and records.
• Team-oriented with a proactive, problem-solving mindset.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasionally lift up to 20 pounds.
• Ability to work in an office environment with frequent interaction with employees, customers, and vendors.