Administrative Assistant

Job Description

Job Description

Mercer Technologies is an industry leader in manufacturing, rebuilding, and servicing state-of-the-art Vacuum Furnaces and aftermarket hot zones. Backed by an in-house machine shop and a 24/7 technical field service team, we supply custom components and equipment to the aerospace, medical, automotive, and commercial heat-treating sectors. We operate in a highly technical, fast-paced industrial environment where precision, quality, and quick turnaround times are paramount.

Position Overview

We are seeking a high-energy, detail-oriented Administrative Assistant who thrives under pressure and enjoys wearing multiple hats. This role is a critical intersection between our clients, internal engineers, and external vendors. The ideal candidate will possess sharp customer communication skills, a knack for proactive client outreach, and a solid understanding of industrial procurement processes to help keep our operations running smoothly.

Key Responsibilities

1. Procurement & Inventory Support

• Coordinate purchasing requests for the machine shop and aftermarket parts department (e.g., heating elements, power cables, hardware, seals, and specialty materials).
• Process Purchase Orders (POs), track vendor shipments, and coordinate with logistics to ensure parts arrive on time.
• Maintain updated vendor databases, research potential suppliers, and cross-reference pricing to ensure cost-efficiency.
• Assist in inventory logging and audit management for stocked aftermarket equipment.

2. Client Outreach & Relationship Management

• Proactively reach out to existing and lapsed clients regarding upcoming maintenance needs, vacuum furnace relocation inquiries, or aftermarket parts packages.
• Follow up on sales leads, field inquiries from our online platforms (including digital marketplaces), and route them to the sales or engineering teams.
• Manage post-service feedback loops to ensure client satisfaction after maintenance or installation jobs are completed.

3. Customer Communication & Front-Office Operations

• Serve as the frontline communicator for incoming phone calls and emails (sales@ / info@), responding with a professional, helpful demeanor.
• Clearly communicate timelines, shipping updates, and technical quote statuses to customers in industries like aerospace and manufacturing.
• Act as a bridge between customers and our dispatch team for urgent or 24/7 service inquiries.

4. Fast-Paced Administrative Support

• Manage paperwork for active projects, including compiling technical service report documentation and invoicing data.
• Maintain digital filing systems, handle daily correspondence, and schedule team meetings or dispatch travel logistics for service technicians.
• Adapt quickly to shifting priorities as urgent machine shop or field service requests arise.

Qualifications & Skills

• Experience: Previous administrative, procurement, or customer service experience, ideally in a manufacturing, machine shop, industrial, or logistics environment.
• Communication: Exceptional verbal and written communication skills with the confidence to make cold and warm outreach calls to corporate clients.
• Procurement Knowledge: Well-versed in handling POs, tracking shipments, vetting vendors, and basic supply chain dynamics.
• Adaptability: Proven ability to manage a high volume of tasks simultaneously in a fast-paced environment without sacrificing attention to detail.
• Tech-Savviness: Proficiency in MS Office Suite (Word, Excel, Outlook). Experience with ERP, CRM, or inventory management software is a strong plus.
• Problem-Solving: A self-starter attitude with the ability to troubleshoot logistical delays or client concerns resourcefully.

What We Offer

• Competitive compensation package based on experience.
• Comprehensive health, dental, and vision benefits.
• Paid Time Off (PTO) and holiday pay.
• The opportunity to work with a dedicated, expert team in an industry-critical technology sector.