What are the responsibilities and job description for the Administrative Office Assistant position at PI Physik Instrumente, LP?
Role Overview
We are seeking a reliable and experienced Administrative Office Assistant. The Administrative Office Assistant plays a key role in ensuring smooth day-to-day operations by performing a blend of front desk and administrative tasks. This position requires excellent communication skills, organizational ability, and a proactive approach to supporting internal teams and external clients. Training will begin on a part-time basis in our Auburn office in September and then the role will transition to full-time, Monday-Friday at our new Shrewsbury facility in October 2025.
- Blue Cross Blue Shield of MA PPO medical plan with HSA.
- Dental and vision insurance.
- LTD & Life insurance.
- Tuition Reimbursement
- 12 Holiday days off
- PTO and Sick Time
- 401k with a generous company match.
- And much more
Responsibilities:
Administrative Support
- Answer and forward incoming phone calls professionally and promptly.
- Greet and sign in visitors, clients, and guests while maintaining a welcoming reception area.
- Address customer inquiries and provide information or assistance as needed.
- Monitor and maintain office supplies and paper products.
- Maintain office equipment including printers, copiers, and the postage machine.
- Monitor the info@ email inbox and respond or route messages appropriately.
- Distribute incoming postal mail daily.
- Perform literature fulfillment and distribution tasks.
- Assist with miscellaneous administrative projects as needed.
Sales Support
- Fulfill leads from trade shows, web inquiries, and sales referrals.
- Assist the sales team in preparing and closing quotes and opportunities in the CRM system.
- Import and process incoming leads and opportunities into the CRM system.
- Enter sales support requests into the JIRA database.
- Generate ERP-based sales reports as required.
- Monitor and replenish catalogs and marketing collateral.
Tradeshow Coordination
- Pull, prepare, and pack tradeshow materials and literature for each event.
- Create and maintain inventory lists with images for each tradeshow kit.
- Unpack, organize, and restock literature and equipment post-event.
- Import and process tradeshow leads in CRM and create email lead reports for post-show marketing follow-up.
Requirements:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- 2 years of experience in an administrative, front desk, or office support role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with CRM and ERP systems (preferred: Dynamics 365 Sales and Infor).
- Strong verbal and written communication skills.
- Highly organized with excellent attention to detail.
- Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
PI (Physik Instrumente), LP is an Equal Employment Opportunity Employer/Protected Veterans/Individuals with Disabilities. Employment is dependent on the results of a background check. We are open to reasonable accommodation – please contact us at hr@pi-usa.us for consideration.
We are not currently providing work authorization or sponsorship for this opportunity.
The job location will be in our Shrewsbury, MA facility and will begin in October of 2025. Please take this into consideration when applying.