Operations & Administrative Assistant
$26.75 per hourGate Industries
Job Description
Job Description
Operations & Administrative Assistant (Part-Time)
Hours: 20–25 hours per week Location: On-site / Hybrid Reports To: Operations Director / Business Owner
Position Summary
We are seeking a proactive, detail-oriented Operations & Administrative Assistant to support daily business, administrative, and estimating support functions in a fast-paced manufacturing environment. This role is ideal for a self-starter who excels at clear communication, managing schedules, maintaining spreadsheet tracking systems, and keeping core operational details running smoothly.
Key Responsibilities
Proposal & RFQ/RFP Support
- RFP/RFQ Coordination: Monitor incoming Requests for Quotes (RFQs) and Requests for Proposals (RFPs) from prospects and clients.
- Document Preparation: Gather technical specifications, company certifications, pricing tables, lead times, and standard boilerplate documentation to assist in drafting complete proposal packages.
- Deadline Management: Maintain a tracking matrix for active RFQs/RFPs to ensure all submission deadlines and technical compliance requirements are met.
Vendor & Customer Communication
- Client Relations: Serve as a responsive point of contact for routine customer inquiries, order status updates, and quote delivery.
- Supplier Logistics: Communicate with component vendors to confirm material pricing, track incoming raw stock or parts, and follow up on delayed shipments.
Purchasing & Financial Administration
- Supplies Management: Monitor shop and office inventory levels, generate purchase orders, and coordinate re-orders with preferred vendors.
- Basic Bookkeeping: Log incoming vendor invoices, process accounts payable/receivable entries, assist with billing verification, and reconcile routine accounts.
Operations & Data Tracking
- Excel & Task Tracking: Maintain accurate Excel sheets for job progress, inventory balances, task tracking, and production milestones.
- Website Support: Perform basic updates on our company website (updating product information, capability lists, or announcements).
- General Administration: Organize physical and digital files, handle mail/freight paperwork, and execute special projects to free up executive leadership.
Qualifications & Experience
- Experience: 2+ years in an administrative, office coordination, or project support role (experience in manufacturing, industrial supply, or technical trades preferred).
- RFQ/RFP Familiarity: Previous experience gathering requirements, completing bidder sheets, or assisting with proposal submissions.
- Software Skills: High proficiency with Microsoft Excel (data entry, basic formulas, formatting, sorting/filtering) and general office software suite.
- Communication: Exceptional written and verbal communication skills with strong document formatting ability.
- Detail Orientation: High level of accuracy when managing numerical data, specs, and vendor quotes under tight timelines.
Schedule & Compensation
- Hours: 20–25 hours per week (Flexible scheduling options available during normal business hours).
- Pay Rate: $26.75 / hour (commensurate with experience).
Gate Industries provides mission critical products to the US Defense industry
Company Description
Gate Industries provides mission critical products to the US Defense industry
Vacancy posted 4 days ago
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