Administrative Assistant

Job Description

Job Description

KAAST Machine Tools is a leading distributor of industrial metalworking machine tools and fabrication equipment across North America. With headquarters and a warehouse in the Philadelphia area, a second location in Chicago, and continued expansion ahead, we are a growing company seeking strong team members who want to grow with us.

Position Overview:
We are seeking a dependable and detail-oriented Administrative Assistant to support daily office operations. This role is ideal for someone who is proactive, detail-oriented, and comfortable managing schedules, communication, and internal processes in a fast-paced environment.

You will work closely with all departments—including leadership, sales, and service—playing a key role in coordinating service activities, maintaining organization, and supporting overall business operations.

Key Responsibilities:

• Coordinate service team scheduling, including technician travel and parts availability
• Communicate with manufacturers regarding equipment orders, parts, and logistics
• Maintain accurate records and updates within CRM system
• Assist with basic bookkeeping tasks using Excel (formulas, data entry)
• Answer and direct incoming calls
• Manage incoming and outgoing mail, including bulk mailings
• Track and order office supplies
• Support internal projects and administrative tasks as needed

Qualifications:

• 2+ years of administrative experience
• 2+ years of Microsoft Excel
• Experience working with CRM systems
• Strong communication and organizational skills
• Ability to manage multiple priorities and timelines effectively
• Ability to multitask and prioritize effectively in a fast-paced environment
• Positive attitude with a willingness to learn and problem-solve
• Familiarity with QuickBooks is a plus
• Experience in a manufacturing, distribution, or technical environment is a plus

What We're Looking For:
A reliable, organized individual who takes initiative and ownership of their work. The ideal candidate is adaptable, detail-oriented, and able to manage multiple responsibilities while maintaining a positive, can-do attitude.

Must reside within a reasonable commuting distance of Aldan, PA 19018.

Experience:

• Administrative Assistant: 2 years (Required)
• Microsoft Excel: 2 year (Required)
• CRM software: 1 year (Preferred)