Administrative Specialist

Job Description

We are seeking a skilled and detail-oriented Administrative Specialist with a strong background in general office management, bookkeeping, estimating support, and experience with ERP software,

The ideal candidates will be a proactive individual with exceptional organizational and communication skills, capable of efficiently managing various administrative tasks and contributing to the seamless operation of our office.

Estimating Support:
Collaborate with estimating and relevant departments to source needed inputs to create accurate and timely quotes for our precision components.
Utilize SYSPRO (ERP) software to input and manage quote data, enduring accuracy and consistency.
Monitor and follow up on pending quotes, providing necessary updates to the team.
Attend daily estimating meetings and take detail notes.

Office Support:
Assist in daily administrative tasks such as answering phones when needed, responding to emails, and handling mail.
Maintain organized filing systems for both physical and digital documents. 
Assist in scheduling meetings as needed.
Assist in the preparation and formatting of presentations, reports, and other documentation.

Data Entry and Recordkeeping:
Input and update customer information, orders, and transactions accurately into the SYSPRO system.
Ensure data integrity and perform regular data checks to identify and rectify discrepancies.

Communication and Correspondence:
Communicate with customers, vendors, and internal teams professionally and promptly.
Handle customer inquiries, providing information and support regarding quotes, orders, and general inquiries.
Assist in managing communication channels, including email and phone correspondence.

Inventory and Order Processing (related to SYSPRO):
Coordinate with inventory personnel to maintain accurate stock levels and update the system accordingly.
As a backup, process purchase orders, sales orders, and invoices in SYSPRO, ensuring compliance with company policies.  

Problem Solving and Troubleshooting:
Identify and address any discrepancies or issues related to quotes, orders or data entry in a timely manner.
Collaborate with relevant teams to resolve customer concerns and ensure a positive experience.

High school diploma or equivalent.  An associate degree or higher is a plus.
Proven experience in general office administration, SYSPRO knowledge is a PLUS.
Strong proficiency in Microsoft office with a heavy emphasis on strong Excel skills and other relevant software.
Excellent organizational skills and attention to detail.
Effective communication skills, both written and verbal.
Ability to multi-task, prioritize tasks, and work efficiently under pressure.
Problem-solving mindset and willingness to take initiative.
Professional demeanor and strong interpersonal skills.
Familiarity with inventory management processes is advantageous.

About us and what we have to offer:   full benefits after 60 days which include medical, dental, vision, company paid life, 401k with match, other ancillary benefits, fitness reimbursement.  Also PTO and holidays  Closed the week of Christmas.  

Join our team as an Administrative Specialist and contribute on our commitment to delivering exceptional customer service and maintaining efficient office operations.  Your expertise will customer service and maintaining efficient office operations.  Your expertise will play a pivotal role in our success.

Type: Full-time
Expires: 09/30/2023

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Collins Mfg

CNC Machining

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