Office Support Administrator

Job Description

Job Description

Airxchange is seeking a detail-oriented and highly organized Office Support Administrator to support our administrative, customer service, and accounting operations. This role serves as the first point of contact for visitors and incoming calls while also managing customer billing, accounts receivable activities, and order processing for our Parts & Service business.

This position is ideal for someone who enjoys a variety of responsibilities, takes pride in accuracy, and excels at managing multiple tasks in a fast-paced manufacturing environment.

This position offers flexibility to work between 30 and 40 hours per week, depending on the candidate’s availability and business needs.

Essential Responsibilities

Customer Portal & Order Processing

• Process Parts & Service orders by entering new orders into Acumatica ERP, including verifying order information for completeness and accuracy.
• Monitor customer portal requirements and submission deadlines, including entering Advance Shipping Notifications (ASNs) upon shipment.  
• Coordinate with customer service, sales, and operations teams to resolve order discrepancies.

Billing & Accounts Receivable

• Process approximately 10–20 invoices per day with a high level of accuracy through Acumatica ERP.
• Manage customer accounts receivable, including distributing statements and following up on outstanding balances.
• Work directly with customers to resolve billing and payment inquiries.
• Maintain accurate customer account records within the ERP system.

Administrative Support

• Answer and direct incoming telephone calls.
• Welcome visitors and manage building access procedures.
• Coordinate office supply ordering and inventory.
• Assist with HR and general office administrative functions.
• Support company meetings and other office activities as needed.

Qualifications

• Associate degree or equivalent work experience preferred.
• Previous sales order entry, accounting support, customer service, or related experience preferred
• Strong attention to detail and accuracy.
• Excellent organizational and multitasking skills.
• Strong verbal and written communication skills.
• Professional customer service demeanor.
• Proficiency in Microsoft Office, particularly Outlook and Excel.
• Experience with ERP systems such as Acumatica is a plus.

Hourly salary range: $22-$35/hr (depending on experience)

Airxchange, Inc. is the leading manufacturer of energy recovery technologies in North America located in Rockland, Massachusetts. Airxchange products make it possible to introduce clean, fresh, outside air into indoor spaces, and is a proven, cost-effective, and reliable technology. Energy recovery enhances traditional ventilation systems by substantially reducing energy consumption while simultaneously improving indoor air quality. Having recently celebrated 40 years in business, Airxchange continues to be at the forefront of the energy recovery field and is positioned for continued growth moving forward. The goal at Airxchange is simple – produce the highest quality products to help to make the world safer, healthier, and more productive.

Company Description

Airxchange, Inc. is the leading manufacturer of energy recovery technologies in North America located in Rockland, Massachusetts. Airxchange products make it possible to introduce clean, fresh, outside air into indoor spaces, and is a proven, cost-effective, and reliable technology. Energy recovery enhances traditional ventilation systems by substantially reducing energy consumption while simultaneously improving indoor air quality. Having recently celebrated 40 years in business, Airxchange continues to be at the forefront of the energy recovery field and is positioned for continued growth moving forward. The goal at Airxchange is simple – produce the highest quality products to help to make the world safer, healthier, and more productive.