Helium Specialist

Mayflower Distributing is a leading distributor of balloons, helium, party supplies and food service products. With distribution centers in Minnesota and California, Mayflower is providing more and more customers with quicker ground shipments and less days in transit, helping all of us to “enjoy the party” sooner!

Job title: Helium Specialist, full-time

Job location: Concord, CA or Cerritos, CA

Reports to: Helium Services Manager

Work arrangement: Hybrid

Summary: Mayflower Distributing is seeking a detail-oriented, highly organized Helium Specialist to support our helium operations. This role requires strong Excel skills, order management experience, and the ability to manage multiple responsibilities including order entry, invoicing, and vendor communication. The Helium Specialist will play a key role in ensuring accurate and timely processing of helium orders, tracking fulfillment, and supporting the Helium Services Manager as needed.

Key Responsibilities

• Enter helium orders accurately and efficiently, ensuring all details are correct for retail and rental accounts.
• Generate, analyze, and distribute reports to customers and vendors using Excel.
• Process and track approximately 1,500 helium invoices monthly, ensuring accuracy and timely delivery.
• Manage a high volume of emails.
• Monitor open orders for key accounts including delivery dates, fulfillment rates, and order status updates.
• Maintain ongoing order monitoring to track daily and weekly helium order volumes.
• Assist with pricing analysis and adjustments for helium orders.
• Support vendor relationship management, including communication and order coordination.
• Serve as backup to the Helium Manager, assisting with daily operations and special projects as needed.
• Learn and understand helium rental operations; training will be provided.

Note: This position is dynamic and may evolve over time to meet the changing needs of the organization. Duties, responsibilities, and reporting lines may be modified as necessary.

Qualifications

• Knowledge of helium and experience in the gas or industrial gas industry is highly preferred (2-4 years preferred)
• Associate’s degree or equivalent work experience
• Advanced proficiency in Microsoft Excel, including report generation and data analysis.
• Experience with ERP systems (e.g. NetSuite or ABAS) preferred
• Previous experience with order entry and invoice processing.
• Strong organizational and multitasking skills with attention to detail.
• Ability to track, monitor, and report on high-volume orders.
• Experience with pricing and vendor relationship management is preferred.
• Ability to work independently and collaboratively as part of a team.

Competencies

• Attention to Detail & Accuracy: Consistently ensures high accuracy in order entry, invoicing, and reporting; identifies discrepancies quickly and takes corrective action to prevent downstream issues.
• Data Analysis & Reporting: Effectively collects, organizes, and analyzes data using Excel; generates clear, actionable reports to support order tracking, customer communication, and operational decision-making.
• Problem Solving: Identifies order, invoicing, or fulfillment issues in a timely manner; gathers relevant information, evaluates options, and implements practical solutions while minimizing disruption to customers and operations.
• Organization & Multitasking: Manages high-volume workloads (orders, invoices, emails) with strong prioritization skills; maintains organization across multiple systems and deadlines in a fast-paced environment.
• Communication (Written & Verbal): Communicates clearly and professionally with customers, vendors, and internal teams; provides timely updates, resolves inquiries efficiently, and ensures alignment across stakeholders.
• Vendor & Customer Focus: Builds and maintains positive working relationships with vendors and key accounts; responds proactively to needs and helps ensure smooth order fulfillment and service reliability.
• Accountability & Ownership: Takes responsibility for assigned tasks and outcomes; follows through on commitments and ensures orders and invoices are completed accurately and on time.
• Adaptability: Responds well to changing priorities, processes, and business needs; remains flexible and effective in a dynamic, evolving role.

Pay: $30.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Have you worked in the industrial gas industry (e.g., helium, oxygen, welding gases)? If so, please describe your experience and responsibilities.
• What does your experience with order entry and invoice processing look like in your current or most recent role?
• Can you walk us through how you’ve used Excel in your day-to-day work (reporting, tracking, analysis, etc.)?
• What has your experience been working with vendors or customers to coordinate orders or resolve issues?

Education:

• Associate (Required)

Location:

• Concord, CA 94522 (Preferred)

Work Location: Hybrid remote in Concord, CA 94522

Salary : $30 - $32