Office Assistant

Position Summary
The Office Assistant provides administrative, customer service, purchasing, inventory, shipping, and billing support to ensure the efficient daily operation of the business. This position is responsible for preparing customer quotations, processing purchase orders, coordinating shipments, maintaining accurate inventory records, assisting with invoicing and accounts receivable, and managing vendor and customer communications.
The ideal candidate is organized, detail-oriented, dependable, and able to manage multiple priorities while maintaining accurate records and providing professional service to customers, vendors, and internal personnel.

Essential Duties and Responsibilities

Quotation and Order Processing

• Obtain product pricing and prepare pricing information for customer quotations with the sales team
• Obtain shipping rates through FedEx, UPS, DHL, and other applicable shipping portals
• Calculate and apply shipping markups in accordance with company pricing guidelines
• Enter product, services, pricing, shipping, and other relevant details into quotation templates
• Prepare customer quotations with applicable terms and conditions attached
• Prepare annual renewal quotations to the appropriate customer contacts
• Receive and process customer purchase orders, ensuring accuracy and completeness
• Acknowledge, sign, and return purchase order copies to customers when required and authorized
• Coordinate order requirements with customers, vendors, and internal personnel

Shipping and Logistics

• Coordinate and manage outgoing/incoming shipments, RMAs, including preparing shipping documentation and arranging carrier services
• Obtain shipping rates and create shipments through UPS, FedEx, DHL, and other applicable carrier portals
• Prepare packing slips
• Coordinate shipment of products and third-party assemblies, as required
• Maintain accurate shipping logs and shipment records
• Enter shipping and receiving information into the appropriate inventory and tracking spreadsheets
• Monitor shipment details and communicate shipping status, tracking information, and delivery updates to customers and internal personnel
• Coordinate logistics and resolve routine shipping issues with carriers, vendors, and customers

Work Orders, Inventory, and Purchasing

• Create and maintain work orders
• Process customer RMAs and replacement equipment
• Place orders for third-party assemblies when required
• Process parts orders for the Engineering Department
• Maintain and update the live inventory tracking spreadsheet
• Update QuickBooks inventory records for all three company locations
• Monitor inventory transactions and help ensure consistency between QuickBooks and inventory tracking records
• Assist with purchasing activities and follow up on outstanding orders with vendors
• Maintain accurate records of purchase orders, parts orders, inventory movements, and related documentation

Invoicing and Accounts Receivable

• Create customer invoices in QuickBooks and distribute them to the appropriate customer contacts
• Monitor accounts receivable and track outstanding invoices and amounts due
• Follow up on overdue receivables in accordance with company procedures
• Communicate with customers regarding invoices, payment status, and billing questions
• Maintain accurate billing records and assist with resolving routine invoice discrepancies
• Support timely and accurate processing of customer transactions

Vendor and Customer Communications

• Serve as a professional point of contact for customers, vendors, carriers, and other business contacts
• Answer incoming telephone calls, direct inquiries appropriately, and take messages as needed
• Respond to routine customer and vendor inquiries by phone and email
• Communicate quotation details, order status, shipping arrangements, delivery updates, and billing information
• Maintain positive working relationships with customers and vendors through timely, accurate, and professional communication
• Register for, access, and maintain customer and vendor portals as needed to support business operations
• Escalate complex customer service, shipping, purchasing, or billing issues to management when appropriate

Billing, Contracts, and Subscription Administration

• Review cellular charges, identify discrepancies, and coordinate resolution as necessary.
• Maintain vendor contracts and monitor associated monthly billing
• Manage company web subscriptions, including account administration, renewal dates, and recurring billing
• Maintain accurate records of contracts, subscriptions, service agreements, and related expenses
• Communicate with service providers and vendors regarding billing questions, renewals, and account changes

General Administrative Support

• Maintain shared calendars and schedule reminders for important deadlines, renewals, follow-ups, and business activities
• Maintain organized electronic records, quotations, purchase orders, invoices, shipping documentation, and vendor information
• Ensure timely completion of assigned administrative tasks and follow-up activities
• Assist with general office operations and other administrative duties as assigned

Qualifications and Skills

• Previous experience in an administrative, office support, customer service, purchasing, shipping, or order-processing role preferred
• Experience with QuickBooks, including work orders, invoicing, and inventory transactions, preferred
• Proficiency in Microsoft Office applications, spreadsheets, email, and shared calendars
• Ability to learn and navigate online vendor, customer, and shipping portals
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines
• Strong recordkeeping, problem-solving, and follow-up skills
• Ability to handle confidential business and customer information appropriately
• Ability to work independently while collaborating effectively with management, engineering, customers, vendors, and other team members

Other Duties
This job description is intended to describe the general nature and level of work performed in this position. Responsibilities may be modified or supplemented as business needs change.
 

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