Administrative Assistant

Administrative Assistant

This Administrative Assistant role supports a busy manufacturing office by managing customer inquiries, processing orders, and coordinating activities related to lubricated and non-lubricated plug valves. You respond promptly to customer questions via phone and email, prepare accurate quotes, and ensure orders move smoothly from entry through shipment and invoicing. You collaborate closely with sales, shipping, and accounting teams, helping maintain strong customer relationships and reliable project delivery.

Responsibilities

• Respond to customer inquiries by phone and email regarding lubricated and non-lubricated plug valves, including applications such as natural gas, asphalt, and water.
• Prepare quick and accurate informal quotes to support strong customer relationships and reduce the likelihood of customers seeking competitive quotes.
• Create formal quotes when technical information is complex or better suited to formal documentation, particularly for eccentric plug valves and larger plug valve inquiries.
• Seek guidance from senior team members when novel or complex situations arise to ensure accurate responses and solutions.
• Enter orders for lubricated and non-lubricated plug valves, including creating sales orders and pick slips.
• Review customer specifications to confirm that valves comply with requirements without exceptions and propose suitable alternatives when appropriate.
• Cross-reference plug valves from competitor companies to identify equivalent or suitable products.
• Monitor large project shipments to ensure they ship and arrive on time, following up as needed to resolve delays.
• Track and monitor commissions for consignment orders entered on a daily basis.
• Personally package and ship materials in emergency situations to support urgent customer needs.
• Create new customer records and ensure commissions are assigned to the correct representative for the relevant state or territory.
• Invoice daily shipments accurately and in a timely manner.
• Process UPS shipments for representatives and customers, ensuring correct documentation and labels.
• Update the delivery log regularly to maintain accurate records of outgoing and incoming shipments.
• Process return of goods authorizations, including documentation and coordination with relevant departments.
• Address questions and concerns from the shipping department, providing information and resolving issues related to orders and shipments.
• Respond to questions and concerns from the accounting department regarding orders, invoices, commissions, or customer accounts.
• Support team members by answering questions and assisting with order entry, customer issues, or administrative tasks.
• Host and assist customers when they visit the facility, ensuring a professional and welcoming experience.
• Travel to the field as needed to assess leaking valves and help determine potential remedies or solutions.

Essential Skills

• At least 2 years of administrative experience, preferably in a manufacturing environment.
• Experience working with purchase orders and performing order entry.
• Basic customer service skills for handling inquiries via phone and email.
• Proficiency in Microsoft Office, including common applications such as Word, Excel, and Outlook.
• Ability to review and interpret customer specifications and ensure product compliance.
• Strong attention to detail for accurate order entry, invoicing, and documentation.
• Effective written and verbal communication skills to interact with customers and internal teams.
• Ability to manage multiple tasks and prioritize urgent requests, including emergency shipments.
• Comfort working with shipping and logistics processes, including UPS shipments.
• Willingness to travel to the field to assess valve issues when required.

Additional Skills & Qualifications

• Administrative experience in a manufacturing office setting is preferred.
• Familiarity with lubricated and non-lubricated plug valves and related industrial applications is helpful.
• Experience cross-referencing industrial products against competitor offerings is an advantage.
• Ability to prepare both informal and formal customer quotes with accuracy and clarity.
• Strong problem-solving skills when addressing leaking valves or non-standard customer requests.
• No formal certifications or specific education requirements for this role.
• Comfort collaborating with sales, shipping, and accounting teams to resolve questions and issues.

Work Environment

The role is based in an old-school manufacturing office environment, where you work closely with a small, collaborative team. You report into a designated leader and interact regularly with shipping, accounting, and other internal departments. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., providing a consistent daytime schedule. The position involves frequent use of Microsoft Office and office-based systems for order entry, quoting, invoicing, and documentation, as well as coordination with shipping services such as UPS. On occasion, you may travel to the field to assess leaking valves and support customers on-site. The dress code is business casual, reflecting a professional yet practical atmosphere. After a successful transition to permanent employment, the role offers fully paid benefits, enhancing the overall work experience and long-term stability.

Job Type & Location

This is a Contract to Hire position based out of Bethlehem, PA.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Jul 17, 2026.