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Administrative Coordinator - Office and Inside Sales Support HighTec Industrial Services | Huber Heights, OH | $18.00 - $21.00 per hour | Full-time, Monday through Friday, 7:00 a.m. to 4:00 p.m. If you are the person who keeps five things moving at once and gets restless when there is only one, this is your job. HighTec Industrial Services is an industrial and environmental services contractor. Our crews handle dry ice blasting, hydroblasting, industrial vacuum work, spill response, and waste management for manufacturing, food and agriculture, rail, and municipal customers across Ohio, Indiana, Kentucky, and other Midwest territories. We are adding an administrative person to our Huber Heights office. This is not a one-task job. You will work the phone, the CRM, the invoice stack, and the uniform vendor in the same morning, and the order will change on you. Someone who wants one assignment at a time and no interruptions will not enjoy it here. Someone who likes the day to go fast usually stays. What the day actually looks like 7:00 a.m. — Coffee, then through the invoice inbox before the phones start. 8:30 a.m. — A sales rep needs a quote out this morning. You build it from our template and send it. 10:00 a.m. — The uniform vendor shipped the wrong sizes for two new hires. You get it corrected. 11:30 a.m. — Three applications came in overnight. You call them, ask the questions, write down the answers. 1:00 p.m. — An invoice does not match the field paperwork. You find out why before it gets paid. 2:30 p.m. — CRM updates, then pull the pipeline report for ownership. 4:00 p.m. — You are done. The schedule here is steady and predictable. This job is for you if You catch the detail everyone else skims past, and it bothers you when something does not tie out. You would rather keep five things moving than do one thing all day. You are the one who picks up the phone and gets the answer instead of waiting on a callback. You want a small office where your work is visible and your ideas actually get used. You are curious about AI tools and want to use them at work, not just read about them. Probably not for you if You want one assignment at a time, start to finish, with no interruptions. You want a job description with hard edges. On a team this size, work moves around. You are looking for remote or hybrid. This role is on-site in Huber Heights. About the AI part We use approved AI platforms in this office for everyday work: drafting correspondence, summarizing documents, cleaning up and reconciling data, and pulling reports together. You do not need to be an expert and you will not be thrown in cold. We are looking for someone willing to learn the tools and to find the places where they save the team real time. If you have ever figured out how to automate something tedious, we want to hear about it. What you will be doing Inside sales support Learn our CRM and become one of its primary users: entering and maintaining customer, contact, and opportunity records. Prepare and send quotes and proposals using our templates and pricing. Keep the sales team on top of open quotes: flag follow-ups that are coming due, update statuses, and get reps what they need to make the call. Build call lists and pull pipeline and activity reports for the sales team and ownership. Accounts payable Enter and code vendor invoices and match them to purchase orders and field paperwork. Chase down discrepancies with vendors and with our own operations people. Prepare payment runs for approval and keep vendor files organized and current. Flag duplicate charges, billing errors, and price changes before they get paid. Uniform program and vendor coordination Be the day-to-day contact for our uniform vendor across all locations. Handle sizing, new issues, returns, and changes as people are hired and leave. Audit uniform invoices against our roster and contracted rates, and push back when they are wrong.

Recruiting support Keep applications moving:

monitor job boards, acknowledge applicants, and schedule interviews. Call applicants and ask the set of questions management provides, then write down their answers. Pass every completed screening form to the hiring manager, who makes the interview and hiring decisions. Help with new hire paperwork and first-day logistics. General office Answer and route incoming calls and greet visitors. Keep filing, supplies, mail, and shipping under control. Help with job paperwork and customer service documentation. Pitch in where the office needs it. This is a small team, the work shifts around, and everyone here takes on things outside their usual lane. Other duties will be assigned as the needs of the business change. What we are looking for Two or more years of administrative, office, customer service, accounts payable, or inside sales experience. Solid with Outlook, Word, and Excel, and quick to pick up new software. Accurate with numbers and comfortable working to deadlines. Clear, professional communication on the phone and in writing. Good judgment with confidential employee, customer, and financial information. Dependable attendance and able to work on-site on the posted schedule. High school diploma or equivalent. Helpful but not required Experience with a CRM such as HubSpot, Salesforce, Zoho, or Pipedrive. Experience with accounting or ERP software and accounts payable workflows. Hands-on use of AI platforms such as Claude, ChatGPT, or Copilot at work. Background in construction, industrial services, manufacturing, or trucking. The details

Schedule:

Monday through Friday, 7:00 a.m. to 4:00 p.m., on-site in Huber Heights.

Pay:

$18.00 to $21.00 per hour, based on experience. This position is hourly and overtime eligible.

Reports to:

Office Manager.

Benefits:

medical, dental, and vision insurance; 401(k) with company match; paid time off and paid holidays. The office sits next to our shop and yard. The role is primarily desk work, with occasional lifting of items up to 25 pounds such as uniform shipments and office supplies, and occasional trips through the shop where personal protective equipment is required. Reasonable accommodations will be made for individuals with disabilities to perform the essential functions of the job. How to apply Apply through this posting with your resume. In a sentence or two, tell us about something tedious you found a faster way to do. We read those. Applications are reviewed as they come in. Equal Employment Opportunity HighTec Industrial Services, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, genetic information, military or veteran status, or any other characteristic protected by federal, state, or local law. Pre-employment screening is conducted in accordance with applicable law. Employment with HighTec is at will.

Pay:

$18.00 - $21.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person