Administrative Assistant - Sarasota, FL - Pumps

Opifex-Synergy Pump Division Administrative Assistant

Are you seeking a rewarding career with a respected company? Join Opifex-Synergy Pump Division where we offer career advancement and professional development in a collaborative, supportive environment. We value teamwork and foster a positive work culture.

We provide high-quality, customer-focused de-watering and fluid transfer solutions. With decades of expertise, our pump division delivers comprehensive solutions from design to on-site installation, system monitoring to dismantle and demobilization, and manufactures over 50% of our products in-house.

The Administrative Assistant provides essential support to the sales and operations team by managing documentation, assisting customers, processing transactions, and ensuring smooth office operations. This role requires strong organizational skills, attention to detail, and effective communication with internal staff and customers.

Essential Functions

• Support office operations by creating rental contracts and equipment reservations.
• Assist the sales team with invoice discrepancies and issue resolution.
• Communicate account status and updates with the credit department.
• Complete daily contract audits to verify accuracy.
• Maintain open and closed customer, vendor, and billing files.
• Assist management with maintaining daily operational dispatch logs.
• Support operations with outgoing and incoming equipment transfers.
• Perform general office duties such as answering phones, ordering office supplies, and emailing reports.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Required Education and Experience

• High School diploma required.
• Strong customer service, communication, and organizational skills.
• Detail-oriented, goal-driven, and able to manage multiple tasks.
• Proficiency in Microsoft Office, including Excel, and comfort using computer systems.
• Willingness to go outside to assist with inventory and sales activities as needed.

Military service will be considered in lieu of education/certification experience as applicable.

Work Environment

• Primarily based in a front desk or customer service office setting.
• Climate-controlled workspace equipped with standard office tools including computers, phones, and CRM systems.
• Frequent interaction with customers, vendors, and internal staff in person and via phone/email.
• Regular visits to the repair shop and outdoor equipment yard to coordinate with technicians or support customer needs.
• Occasional exposure to moderate noise, dust, grease, and heavy machinery.
• Outdoor yard visits may involve exposure to heat, cold, rain, or wind.
• Uneven terrain and moving equipment require proper footwear and attention to safety.
• Must be comfortable transitioning between office and industrial environments.
• Strong communication, multitasking, and coordination skills required.
• Adaptability and situational awareness are key in balancing administrative and operational responsibilities.

Travel Required

• None

Physical Demands

• Requires a moderate level of physical activity and flexibility.
• Occasional bending, squatting, crouching, reaching, and lifting or carrying items up to 50 pounds.
• May include moving materials, tagging equipment, retrieving items, or assisting in the yard or shop.
• Primarily office-based with regular movement between indoor and outdoor areas.
• Walking through the repair shop and equipment yard may involve uneven surfaces and active machinery.
• May require extended periods of sitting, standing, or walking.
• Manual dexterity and visual acuity required for computers, phones, printers, and paperwork.
• Must maintain situational awareness in multi-use work zones with vehicular and equipment traffic.

Other Duties

Please be aware that while this job description outlines the primary activities and responsibilities of the role, it may not include every task or requirement. Duties and responsibilities may change with or without notice to meet evolving business needs.

Our Benefits & Perks

We want our team members to feel supported, valued, and set up for long-term success. Our benefits are designed to take care of our team both at work and at home.

Core Benefits:

• Medical, Dental & Vision Insurance
• Health Savings Account (HSA) with company contributions
• 401(k) & Roth retirement plans with company matching
• Generous paid time off and company-paid holidays
• Company-Paid Wellness, Employee Assistance, and Discount Programs
• Boot/PPE Annual Allowance
• Career Development & Company-Paid Training

Benefit eligibility can vary by role, and not all benefits apply to every position. During the hiring process, we'll walk you through the benefits specific to this role. This position may also include Tool Reimbursement, Safety Bonuses, Profit Sharing, and/or Commission Earning opportunities.

At Opifex-Synergy, we prioritize the safety and well-being of our employees. All successful candidates must undergo a drug test and background check before their start date.

Opifex-Synergy is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.