Administrative Assistant

Position Description:

We are seeking a highly organized, detail-oriented Administrative Assistant to support day-to-day administrative and operational activities. This position will work closely with internal teams and customers to ensure contracts, orders, payments, inventory, and customer requests are handled accurately and efficiently.

Roles & Responsibilities:

• Manage and maintain contracts and related documentation, ensuring information is accurate and up to date.
• Communicate professionally with customers, clients, vendors, and internal team members.
• Follow up with clients regarding contracts, payments, documentation, scheduling, and outstanding items.
• Track customer payments, deposits, and outstanding balances and communicate updates as needed.
• Assist with inventory management, including maintaining accurate system records and tracking equipment status.
• Enter and maintain Purchase Orders (POs), Sales Orders, and Work Orders.
• Enter, update, and maintain information in company systems and databases.
• Review documents and system information for accuracy and completeness.
• Maintain organized electronic and physical records.
• Prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Adapt to changing priorities and assist with additional administrative responsibilities as needed.
• Communicate effectively with various departments to ensure tasks are completed accurately and on time.

Requirements:

Education

Required

• High School Diploma or equivalent

Preferred

• Bachelor's degree

Competencies

• Previous experience in an administrative, office, customer service, or operations support role.
• Experience with contract management and document processing is preferred.
• Strong organizational and attention-to-detail skills.
• Excellent time management and follow-up skills.
• Strong written and verbal communication skills.
• Comfortable working with numbers, tracking payments, and maintaining accurate records.
• Proficient computer skills, including Microsoft Office/Outlook and general data-entry systems.
• Ability to learn new software and processes quickly.
• Salesforce and Business Central (BC) experience is a plus.
• Ability to manage multiple priorities while maintaining accuracy.
• Self-motivated, dependable, adaptable, and able to work both independently and as part of a team.

Physical Requirements

While performing the duties of this job, the individual is regularly required to use hands to finger, handle, or feel. The individual frequently is required to stand, walk, sit, reach with hands and arms, and talk or hear. The individual is occasionally required to climb or balance, stoop, kneel, and crouch. The individual must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.