Administrative Assistant

A multifaceted role that combines administrative support with specialized tasks in sales, marketing, and operational functions. This position ensures the smooth execution of activities across these departments, acting as a coordinator and facilitator. Below is a breakdown of typical responsibilities, skills, and context for this role.

Key Responsibilities Sales Support:

Assist with contract administration, payment tracking and past due invoice payment collections as required to support the Sales staff and upper management. Coordinate with sales staff to aid with preparing proposals and to assist with follow up on leads. Help Sales with processing orders as necessary.

Marketing Support:

Assist with organization of trade shows, including logistics and promotional activities. Provide support for marketing campaigns, including scheduling promotions, tracking budgets, and liaising with vendors (e.g., graphic designers, printers). Aid with updating website content and social media accounts. Attend local tradeshows to support Sales and Marketing staff.

Operations Support:

Oversee and management documentation of incoming and outgoing serialized products along with hazardous materials shipments. Work with VP of Operations to streamline workflows by coordinating between departments to ensure timelines are met for support of on-time order delivery. Oversee office operations, such as ordering supplies, maintaining equipment, or overseeing facility needs. Process purchase orders and receipts and work with Warehouse Supervisor to monitor inventory levels to maintain adequate on-hand inventory to prevent backlog of order shipments

Administrative Duties:

Handle correspondence, including emails and phone calls, acting as a point of contact for internal and external stakeholders. Prepare reports, presentations, or spreadsheets for inventory as needed.

Skills and Qualifications Organizational Skills:

Ability to multitask across sales, marketing, and operations with strong attention to detail.

Communication:

Clear verbal and written skills for coordinating with teams, clients, and vendors.

Technical Proficiency:

Familiarity with tools like but not limited to Microsoft Office, Google Workspace, Adobe products such as Photoshop and Illustrator, and basic data analysis tools.

Analytical Thinking:

Ability to interpret data and provide actionable insights for sales, marketing or operational strategies.

Teamwork and Adaptability:

Collaborate across departments and adapt to changing priorities in a fast-paced environment.

Discretion:

Handle sensitive information, such as proprietary company information, client contracts or financial data, with confidentiality.

Punctuality:

Showing up on time and ready to work at the beginning of the shift and until the shift ends is imperative.

Work Environment Setting:

Common in industries like retail, tech, manufacturing, or professional services. The role is in-office.

Hours:

Standard business hours, but flexibility may be needed for campaign deadlines, events, or urgent operational tasks.

Physical Requirements Lifting:

Ability to lift heavy objects up to 50 pounds.

Standing and Sitting:

Capable of standing or sitting for prolonged periods of time.

Pay:

From $26.00 per hour

Work Location:

In person