Administrative Specialist

Position Summary This position provides comprehensive administrative, financial, and operational support to the General Manager and company operations. The role serves as the primary point of contact for customer communications, manages order processing and financial transactions, maintains the company's Enterprise Resource Planning (ERP) software SysPro for updates to customer accounts & stock code pricing, coordinates trade show participation, and handles regulatory documentation, as well as several other smaller administrative duties and responsibilities. This is a multi‑functional position requiring strong organizational skills, attention to detail, and comfort with frequent business travel. Essential Duties and Responsibilities Travel: Approximately 10-15 trade shows and company events per year (required) Phone and Initial Contact Serve as the primary point of contact for all incoming calls from new prospects and established distributors Route calls to appropriate departments, take detailed messages, and handle general inquiries Answer both routine questions and navigate non-routine requests that require judgment calls Enter customer orders into the company’s ERP system, verifying complete accuracy before submission Generate invoices for manufacturing after internal order entry is complete Obtain production ETAs from Operations managers and communicate delivery timelines to customers Provide regular status updates on pending orders, whether requested by customer or triggered by changes (completion, delays, parts issues, etc.) Process credit card payments for orders Coordinate ACH payment postings and relay payment information to parent company's finance department for identification Post check payments received and clear goods for shipment once balances are applied Manage collections on overdue invoices and follow up with non-responsive distributors as needed Customer Accounts & Credit Post all payments, balances, credits, and debits to internal customer accounts Arrange for and submit credit applications when distributors seek credit terms with the company Relay approved credit limits and terms to customers, then update their accounts in the system Respond to third-party credit reference requests when distributors use the company as a reference Make periodic bank deposits to company account Generate checks for vendor, supplier, and utility payments Maintain detailed records of all financial transactions to ensure complete account reconciliation Track and submit all monthly receipts for company credit card transactions Update inventory as finished goods are received from manufacturing Add new parts to inventory for sale with complete specifications Input purchasing prices from suppliers (primarily Nidec Medical Products) Set and adjust selling prices for products Copy technical information from parent company's SysPro entries into company system Perform other administrative system updates and maintenance as needed Create customer invoices, packing slips, and shipping documentation Prepare and manage Distributor Agreements and Non-Disclosure Agreements (NDAs) Provide order acknowledgments, warranty statements, and service bulletins Handle international shipping documents including customs clearance paperwork & Country of Origin documentation Manage digital filing system on shared network drives (scanning and saving documents for easy access) Organize and store physical documents with multi-year retention requirements Act as official notary for the company, authenticating documents with company stamps Sort and distribute incoming company mail Prepare and mail outgoing company notices and correspondence Trade Show Attendance & Management (TRAVEL) Attend and staff approximately 5 major annual trade shows plus additional smaller regional events (10-15 total trips per year); Trade shows & events that require carrying the physical devices as well as booth/tent setups are performed via vehicular transport. Those that do not are commonly traveled to via air transportation Design and coordinate annual holiday cards for distributor network Warranty Claims Management Act as primary contact for all warranty and RMA (Return Merchandise Authorization) claims Collect required information: customer details, serial numbers, device hour meters, and issue descriptions Submit claims to parent company's warranty division and relay updates back to distributors Provide basic troubleshooting for initial issues before escalating to parent company service division Technical Documentation Distribute warranty statements to new distributors and upon request Provide service manuals and regulatory documents when requested by customers Serve as contact point for shipping concerns including lost or damaged shipments Gather claim details (addresses, tracking numbers, carrier info, damage photos) Relay information to Shipping/Logistics manager and communicate updates back to customers Regular Meetings - Attend Monday morning production meetings (9 AM) to report current and pending orders, participate in periodic weekly and monthly departmental meetings, & sit in on company meetings with external visitors when relevant Company Events - Assist with monthly employee luncheons and company outings, and support hosting when visitors or guests meet with the company Requirements High School Diploma 2-3 years of Administrative Experience (Order Entry & Processing, Accounting, Account Management, etc.) Willingness to Travel Driver's License & Valid Mode of Transportation Customer Service Background Preferences Valid US Passport (or ability to get one) Business-Related Core Competencies Strong Customer Service Background – Examples include professional Verbal/Written Communication with customers, Customer Inquiries & Question-Answering, Problem-Solving, Call Escalations, Customer Rapport) Financial & Accounting Competencies – Examples include processing payments, posting customer account payments, Invoices & Purchase orders, Payment & Credit Terms, ARAP, making bank deposits, Generating Checks when needed, Managing collections on overdue accounts) Organizations & Time-Management Strengths – Examples include managing several tasks/projects concurrently & completing, maintaining organized digital & physical filing systems, Proactive follow-ups, Meeting deadlines & set goals) Data Management Entry Accuracies – Examples include precise data entry on all orders & customer accounts, secondary verification of all calculated numbers before processing/entry, updating customer accounts & credit terms as needed, maintenance of customer accounts & part numbers in ERP system) Industry & Business Experience – Examples include understanding Distribution & Wholesale business operations, manufacturing experience, understanding of production elements & variables impacting production rates/capabilities, familiarity with B2B sales processes, Professional representation at trade shows, understanding regulatory compliances, Ability to learn company products & services quickly) Work Environment This is an on-site position based in Birmingham, Alabama. You'll work partially in our front office building, as well as the possibility of venturing out onto one of our Production floors, Shipping areas, or secondary storage warehouses if needing to. Other portions will be done on-the-road via a company-provided laptop when exhibiting at trade shows or staffing sponsored events, with all travel & primary expenses covered on each trip as well as compensation for any lost weekend time should it occur. Physical Requirements Ability to lift and move up to 35 lbs. (periodically/rarely) Comfortable working in office, traveling, & active manufacturing environments Regular use of computers and several key software Benefits & Compensation Health insurance Vision insurance Short-term/Long-term disability Life insurance 401(k) with company match up to 7% Annual bonus potential (based on company performance or individual goals) Mileage reimbursement for local business use of personal vehicle Paid Time Off (PTO), rewarded after 6-months of employment 10 Days Paid Holidays Sick leave via Approved Excuse by a qualified medical professional Reimbursement provided for any Travel that occurs on weekends Travel reward points/miles kept by employee Professional development: Trade show attendance provides industry exposure & networking/marketing potentials, as well as collaborations & other advancements PRO O2 LLC is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. #J-18808-Ljbffr ProO2 LLC