Office Support Specialist

About Industrial Electro Mechanics (IEM)

Industrial Electro Mechanics (IEM) is a trusted leader in the repair and sales of industrial rotating equipment. For decades, we’ve been dedicated to delivering exceptional craftsmanship, maintaining the highest safety standards, and providing top-tier customer service.

At IEM, you’re not just joining a company — you’re becoming part of a team that values growth, continuous learning, and long-term career development. We invest in our people, offering opportunities to expand skills and advance into roles across customer service, sales, finance, and beyond.

IEM – Office Support Specialist

Position Summary

We’re seeking a detail-oriented, energetic, and customer-focused Office Administrator to support daily operations and keep the office running smoothly. This role is ideal for someone who excels in a fast-paced environment, enjoys interacting with customers, and is eager to grow within the company. As the central hub for administrative support, the Office Administrator will work closely across all departments to ensure efficient and organized operations.

Key Responsibilities

Front Desk & Office Management

• Answer, screen, and route incoming calls professionally and promptly.
• Greet and assist walk-in customers, creating a positive first impression.
• Maintain an organized, clean, and professional reception area.
• Track and replenish office supplies to ensure availability.
• Maintain accurate filing systems and records to support daily operations.

Financial & Clerical Support

• Assist the Finance Department with data entry for Accounts Payable (A/P) and Accounts Receivable (A/R).
• Prepare, format, and edit documents, presentations, and correspondence as needed.
• Support general administrative projects to streamline office workflow.

Executive & Meeting Support

• Provide administrative support to executives, including scheduling and arranging travel.
• Coordinate internal meetings, company events, employee gatherings, and external client/vendor meetings.
• Assist with scheduling appointments and internal event logistics.

Human Resources Support

• Assist with new hire onboarding by preparing paperwork and ensuring workspaces are set up.
• Respond to general HR inquiries and direct employees to the appropriate HR contact.

Sales & Marketing Support

• Assist the Sales team with preparing proposals and client communications.
• Support marketing efforts by organizing promotional materials and assisting with campaign activities.

Required Skills & Qualifications

• Communication: Strong verbal and written communication skills with the ability to interact professionally with customers, vendors, and internal staff.
• Professionalism: A polished and welcoming presence, able to remain calm and composed under pressure.
• Technical Skills: Proficiency in Gmail, Microsoft Office Suite (Word, Excel, Outlook), and standard office equipment.
• Organization: Excellent attention to detail and the ability to prioritize effectively in a dynamic environment.
• Experience: Demonstrated ability to manage multiple administrative functions simultaneously.

Benefits:

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