Office Assistant

Office AssistantThe 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 ResponsibilitiesQuotation and Order ProcessingObtain product pricing and prepare pricing information for customer quotations with the sales teamObtain shipping rates through FedEx, UPS, DHL, and other applicable shipping portalsCalculate and apply shipping markups in accordance with company pricing guidelinesEnter product, services, pricing, shipping, and other relevant details into quotation templatesPrepare customer quotations with applicable terms and conditions attachedPrepare annual renewal quotations to the appropriate customer contactsReceive and process customer purchase orders, ensuring accuracy and completenessAcknowledge, sign, and return purchase order copies to customers when required and authorizedCoordinate order requirements with customers, vendors, and internal personnelShipping and LogisticsCoordinate and manage outgoing/incoming shipments, RMAs, including preparing shipping documentation and arranging carrier servicesObtain shipping rates and create shipments through UPS, FedEx, DHL, and other applicable carrier portalsPrepare packing slipsCoordinate shipment of products and third-party assemblies, as requiredMaintain accurate shipping logs and shipment recordsEnter shipping and receiving information into the appropriate inventory and tracking spreadsheetsMonitor shipment details and communicate shipping status, tracking information, and delivery updates to customers and internal personnelCoordinate logistics and resolve routine shipping issues with carriers, vendors, and customersWork Orders, Inventory, and PurchasingCreate and maintain work ordersProcess customer RMAs and replacement equipmentPlace orders for third-party assemblies when requiredProcess parts orders for the Engineering DepartmentMaintain and update the live inventory tracking spreadsheetUpdate QuickBooks inventory records for all three company locationsMonitor inventory transactions and help ensure consistency between QuickBooks and inventory tracking recordsAssist with purchasing activities and follow up on outstanding orders with vendorsMaintain accurate records of purchase orders, parts orders, inventory movements, and related documentationInvoicing and Accounts ReceivableCreate customer invoices in QuickBooks and distribute them to the appropriate customer contactsMonitor accounts receivable and track outstanding invoices and amounts dueFollow up on overdue receivables in accordance with company proceduresCommunicate with customers regarding invoices, payment status, and billing questionsMaintain accurate billing records and assist with resolving routine invoice discrepanciesSupport timely and accurate processing of customer transactionsVendor and Customer CommunicationsServe as a professional point of contact for customers, vendors, carriers, and other business contactsAnswer incoming telephone calls, direct inquiries appropriately, and take messages as neededRespond to routine customer and vendor inquiries by phone and emailCommunicate quotation details, order status, shipping arrangements, delivery updates, and billing informationMaintain positive working relationships with customers and vendors through timely, accurate, and professional communicationRegister for, access, and maintain customer and vendor portals as needed to support business operationsEscalate complex customer service, shipping, purchasing, or billing issues to management when appropriateBilling, Contracts, and Subscription AdministrationReview cellular charges, identify discrepancies, and coordinate resolution as necessary.Maintain vendor contracts and monitor associated monthly billingManage company web subscriptions, including account administration, renewal dates, and recurring billingMaintain accurate records of contracts, subscriptions, service agreements, and related expensesCommunicate with service providers and vendors regarding billing questions, renewals, and account changesGeneral Administrative SupportMaintain shared calendars and schedule reminders for important deadlines, renewals, follow-ups, and business activitiesMaintain organized electronic records, quotations, purchase orders, invoices, shipping documentation, and vendor informationEnsure timely completion of assigned administrative tasks and follow-up activitiesAssist with general office operations and other administrative duties as assignedQualifications and SkillsPrevious experience in an administrative, office support, customer service, purchasing, shipping, or order-processing role preferredExperience with QuickBooks, including work orders, invoicing, and inventory transactions, preferredProficiency in Microsoft Office applications, spreadsheets, email, and shared calendarsAbility to learn and navigate online vendor, customer, and shipping portalsStrong written and verbal communication skillsExcellent organizational skills and attention to detailAbility to manage multiple responsibilities, prioritize tasks, and meet deadlinesStrong recordkeeping, problem-solving, and follow-up skillsAbility to handle confidential business and customer information appropriatelyAbility to work independently while collaborating effectively with management, engineering, customers, vendors, and other team membersOther 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.