Administrative Specialist

Job Summary

Industrial Technical Sales & Service is looking for an experienced administrative specialist eager to join a company that is on the move and growing. We provide products and services for customers in industrial, construction, mining, agriculture, and petroleum facilities.

We are seeking a proficient administrative specialist to handle tasks such as placing sales orders, initiating purchase orders, generating invoices, and creating shipping documentation. The role involves a diverse range of responsibilities, primarily centered around the customer process cycle.

Key Responsibilities

• Provide day-to-day administrative support to ensure smooth operations.
• Manage phone calls, emails, and correspondence.
• Maintain and organize office files and records.
• Assist in handling customer inquiries, requests and orders.
• Coordinate with sales and service teams to ensure customer satisfaction.
• Maintain a positive and professional relationship with customers.
• Process and track customer orders efficiently.
• Collaborate with the sales team to ensure accurate sales order fulfillment.
• Collaborate with the sales team to ensure accurate purchase order fulfillment.
• Manage inventory and liaise with relevant departments for restocking.
• Collaborate with the sales team to ensure accurate purchase order fulfillment.
• Monitor the status of orders, track shipments, and provide updates to customers or relevant stakeholders.
• Maintain accurate and up-to-date databases.
• Prepare reports and analyze data as needed.
• Ensure confidentiality and security of sensitive information.
• Create accurate and timely invoices based on the order information, ensuring compliance with pricing and billing policies.
• Verify invoice details for accuracy, including product or service descriptions, quantities, pricing, and applicable taxes.
• Send invoices to customers through the preferred communication channels.
• Respond to customer inquiries regarding invoices, resolving discrepancies or issues promptly.
• Generate and prepare necessary shipping documents such as packing slips, bills of lading, and shipping labels.
• Work with the logistics team to coordinate and schedule shipments to meet customer requirements.
• Keep accurate and up-to-date records of available stock and inventory levels.
• Monitor stock levels to initiate reorder processes when necessary.
• Perform regular inventory audits to reconcile physical stock with system records.

Qualifications

• Previous experience in an industrial, construction, mining, agriculture, or petroleum-related industry or pump/pump related equipment distributor.
• Experience with ERP & CRM systems.
• An associate degree in a relevant field is a plus.
• Proven experience as an administrative specialist or in a similar role.
• Ability to adapt to a dynamic and fast-paced work environment.
• Strong organizational and multitasking skills.
• Excellent communication skills, both written and verbal.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Attention to detail and accuracy.
• Ability to provide and follow oral and written instructions.

Job Type: Full-time

Pay: $52,000.00 - $58,500.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Experience:

• Customer service: 2 years (Preferred)

Ability to Commute:

• Mansfield, OH 44906 (Required)

Work Location: In person

Salary : $52,000 - $58,500