Administratvie Assistant

Administrative Assistant

Department: Aftersales/SIM & CRD Department

Reports To: Phil Patrick, SIM & CRD Manager

FLSA: Non-Exempt

Location: Hamilton, OH

Summary: The Administrative Assistant facilitates the efficient operation of the department by performing a variety of clerical, customer support, order coordination, and administrative tasks. This role supports customer service activities, service program administration, quoting, documentation, project coordination, shipping logistics, and internal operational support. The position serves as a key communication point between customers, internal departments, and management to ensure timely execution of administrative and operational tasks.

Essential Duties and Responsibilities

Customer Support & Administrative Coordination

• Prepare customer quotes and order documentation quickly and accurately
• Respond to general customer service inquiries via email and phone
• Coordinate customer communications related to service programs, subscriptions, and renewals
• Maintain customer correspondence records and provide administrative follow-up as needed
• Support customer information research and lead generation activities

Quoting, Billing & Order Administration

• Create and manage service, software, and support-related quotations
• Assist with invoicing processes and coordination between operations and finance departments
• Support renewal tracking and customer communication
• Prepare basic office software and service-related quotations

Project & Documentation Support

• Create and maintain preventive maintenance documentation and service-related records
• Coordinate service maintenance checklist requests and documentation updates
• Assist with project order timeline tracking and administrative coordination
• Maintain accurate internal records, files, and supporting documentation

Shipping, Materials & Inventory Support

• Prepare shipping documentation and coordinate departmental shipping activities
• Assist with incoming material verification and inventory checks for projects and service needs
• Support parts identification and fulfillment coordination when needed
• Help organize and maintain administrative tracking of inventory-related activities

Internal Department Support

• Provide general clerical and administrative support to departmental leadership
• Handle miscellaneous office and administrative tasks assigned by management
• Support internal reporting and basic operational analytics
• Assist with preparation of departmental KPI reporting and service performance tracking

Growth & Development Opportunities

• Data analytics and KPI reporting
• Advanced customer support coordination
• Service administration and quoting responsibilities
• Operational reporting and service activity analysis

Minimum Qualifications (Knowledge, Skills and Abilities)

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Experience working with ERP/MRP systems
• Proficient in Microsoft Office Suite
• Proficient/accurate typing skills
• Basic technical writing and documentation skills
• Ability to manage multiple priorities in a fast-paced environment

Travel: No

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to use hands to use the computer to complete the computer tasks required above. The employee is required to stand; walk and sit. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.