Administrative & Sales Back Office Specialist Employment Type:

Full-Time Compensation:

$18.00-$24.00/hour

Location:

Muncie, Indiana Position Overview We are seeking an experienced and reliable Administrative & Sales Back Office Specialist to support the day-to-day administrative, accounting, sales, and inventory activities of our U.S. operations. The ideal candidate has 3-5 years of experience in administration, accounting support, customer service, or sales back-office functions and is comfortable working independently in a small, dynamic organization. This position will work closely with Sales, Management, external accounting partners, and our manufacturing headquarters. The successful candidate will join a growing organization and will play an important role in supporting the administrative, commercial, and operational activities of the company Administrative Responsibilities Manage front desk operations, greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesy Handle incoming inquiries via phone, email, or in person, providing exceptional customer service and support Manage routine administrative and accounting activities, including incoming and outgoing invoices. Record and maintain accurate documentation of payments issued to vendors and payments received from customers. Maintain organized financial and administrative records required for year-end financial statements and accounting close. Maintain and update information used to prepare periodic cash-flow reports for management. Monitor Accounts Receivable and Accounts Payable, including open invoices, payment status, and due dates. Assist with reconciliation of invoices, payments, purchase orders, and related documentation. Maintain organized digital and physical records for invoices, banking documents, vendor documentation, and other company records. Coordinate with the company's external accountant/bookkeeper and provide requested supporting documentation. Maintain vendor and customer administrative records and ensure information is accurate and up to date. Assist management with routine administrative reporting and documentation. Sales Back Office Responsibilities Support the Sales Team with the preparation and issuance of commercial documents, including: Sales Order Confirmations Customer Invoices Credit documentation when required Other customer-related commercial documents Enter and maintain customer orders in the company's management system. Monitor open customer orders and assist the Sales Team in tracking order status and expected delivery dates. Maintain accurate customer records, pricing information, and commercial documentation. Assist with customer inquiries related to orders, invoices, documentation, and shipment status. Support communication between customers, Sales, Production, and Management when required. Inventory & Purchasing Support Monitor inventory levels for finished goods, components, and other relevant materials. Maintain accurate inventory records and report discrepancies when identified. Identify potential inventory shortages based on current stock levels and open customer orders. Prepare and issue replenishment or purchase orders to the company's manufacturing headquarters when required. Monitor open purchase orders and expected incoming material. Coordinate with Sales and Management to ensure adequate inventory availability based on customer demand. Assist with periodic physical inventory counts and inventory reconciliation. Additional Responsibilities Assist with preparation and maintenance of internal administrative procedures. Support management with basic operational and financial reporting. Assist with freight, shipping, and logistics documentation when necessary. Maintain accurate and organized company records in accordance with internal procedures. Identify administrative issues, discrepancies, or missing documentation and proactively work toward resolution. Perform other administrative and back-office duties as needed to support the day-to-day operation of the company. Qualifications 3-5 years of previous experience in administration, accounting support, sales back office, customer service, or a similar role. Experience handling invoices, payments, Accounts Payable, and/or Accounts Receivable. Strong organizational skills and attention to detail. Ability to manage multiple priorities and deadlines independently. Good written and verbal communication skills. Proficiency with Microsoft Office, particularly Excel and Outlook. Comfortable working with ERP, accounting, inventory, or order-management software. Ability to work with confidential financial and business information. Strong problem-solving skills and a proactive approach to daily activities. Preferred Qualifications Previous experience in a manufacturing, distribution, or industrial environment. Experience working with inventory management and purchasing processes. Familiarity with QuickBooks or similar accounting software. Experience supporting a small or medium-sized business where responsibilities may span multiple functions.

Pay:

$18.00 - $24.00 per hour Expected hours: 40.0 per week

Benefits:

Health insurance Paid time off

Work Location:

In person