Office Assistant

Office Assistant

The Office Assistant plays an important role in supporting the day-to-day administrative operations of the Texas office by providing professional administrative, accounting, and customer support while helping maintain an organized, efficient, and welcoming workplace. Working closely with the Office Manager, this position assists with office administration, accounts payable coordination, document management, invoicing support, customer communications, and general office operations.

In addition to supporting administrative functions, the Office Assistant serves as the primary backup for the Office Manager and provides coverage during planned and unplanned absences to ensure business continuity. This role also provides backup support to the Inside Sales function by assisting with customer quotations, order entry, and customer communications as required.

This is a permanent part-time position based in Altec's Diboll, Texas office. The position is expected to work approximately 20 to 24 hours per week. Altec offers flexibility in scheduling, allowing the successful candidate to establish a regular work schedule that best fits their availability while meeting business needs. During periods when the Office Manager is away from the office, the successful candidate will be expected to adjust their schedule as necessary to provide onsite office coverage.

Key Responsibilities

• Provide administrative support to the Office Manager and assist with the daily operations of the office.
• Maintain an organized, professional, and efficient office environment.
• Answer incoming telephone calls, respond to emails, greet visitors, and provide exceptional customer service.
• Manage incoming and outgoing mail, courier shipments, office supplies, and general office resources.
• Assist with document preparation, filing, scanning, and maintaining accurate electronic and physical records.
• Maintain confidential employee and company information with professionalism and discretion.
• Coordinate communication between departments to support efficient office operations.
• Coordinate vendor invoices and assist with Accounts Payable activities, ensuring invoices align with purchase orders and supporting documentation.
• Support invoicing and payment processing activities as directed.
• Perform accurate data entry within QuickBooks, E2, and other company systems.
• Assist with maintaining administrative records, reports, and documentation.
• Provide backup support to the Inside Sales function during vacations, absences, or periods of increased workload.
• Prepare customer quotations using established pricing and company procedures.
• Process customer sales orders accurately and efficiently.
• Respond to customer inquiries regarding order status and general requests.
• Coordinate with production, purchasing, and operations teams to support on-time delivery.
• Monitor customer orders and communicate updates or potential delays as required.
• Assist with special projects and administrative initiatives as assigned.
• Contribute to continuous improvement of office processes and administrative procedures.
• Support a positive, collaborative, and customer-focused work environment.

Qualifications & Experience

• High school diploma or equivalent required; post-secondary education or administrative training is considered an asset.
• One to three years of administrative, office coordination, customer service, or accounting support experience preferred.
• Strong organizational and time management skills with the ability to effectively manage multiple priorities.
• Excellent verbal and written communication skills.
• Strong customer service orientation and professional interpersonal skills.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Self-motivated with the ability to work independently while also contributing as part of a team.
• Proficient with Microsoft Office Suite, including Outlook, Word, and Excel.
• Willingness to learn new systems and business processes.

Preferred Qualifications

• Experience with QuickBooks accounting software
• Experience with ERP systems

Working Conditions

• Permanent part-time position based in the Diboll, Texas office.
• Flexible schedule of approximately 20 to 24 hours per week, determined collaboratively based on business needs and employee availability.
• Additional onsite coverage may be required when the Office Manager is absent to ensure uninterrupted office operations.
• Primarily office-based, with extended periods of computer work.
• Occasional lifting of office materials and supplies up to 25 pounds may be required.