What are the responsibilities and job description for the Administrative Assistant position at ProHealth Resource Group?
We are actively seeking an Administrative Assistant – Operations Support to keep production, logistics, and field service activities running smoothly. This on-site role is ideal for someone who enjoys a fast pace, precision data entry, and coordinating many moving parts in a manufacturing/technical environment.
Responsibilities
- Front desk & communications: Answer and route incoming calls, greet visitors/vendors, monitor a shared inbox, and capture clear, actionable messages.
- Shipping, receiving & logistics: Prepare packing lists and bills of lading (BOLs), coordinate carriers, log outgoing/incoming shipments the same day, match packing lists to POs, and confirm deliveries.
- POs, BOMs & inventory support: Enter and update purchase orders and bills of materials in ERP; track orders through closure; maintain clean, consistent data for Accounting, Procurement, and Project teams.
- Field service kits & RMAs: Assemble and ship parts kits ahead of technician dispatch; open/track RMAs and maintain complete records through closure.
- General operations admin: Organize files and supplies, support facilities logistics for larger shipments, and assist cross-functionally to keep schedules on track.
Tools & systems
- ERP/inventory Software
- Project Management Software
- Standard shipping portals and office productivity tools
What success looks like
- Calls are answered promptly; inbox items are triaged with clear next steps.
- First-pass data accuracy is consistently high; same-day shipment logging is routine.
- POs are entered/cleared quickly; service kits ship before technician arrival; RMA records are complete.
Qualifications
Must-haves
- 2 years of administrative, operations, or logistics support experience (manufacturing/technical environment preferred).
- Hands-on experience with ERP/inventory platforms and basic project/workflow tools.
- Familiarity with shipping paperwork (packing lists, BOLs), PO processing, and vendor/carrier coordination.
- Strong organization, attention to detail, and professional communication (phone and email).
Nice-to-haves
- RMA workflows, BOM entry, and carrier portal experience.
- Exposure to documentation- or quality-driven environments.
Schedule & location
- Full-time, on-site in Newton, NJ (Monday–Friday, regular business hours). Occasional overtime during peak periods.
How to apply
Submit a resume via really. Applications are reviewed promptly, and qualified candidates will be contacted regarding next steps.
Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or protected veteran status. Reasonable accommodations are available upon request during the application process.
Job Type: Full-time
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Are you able to reliably commute to Newton, NJ and work on-site 100% of the time (Monday through Friday)?
Yes or No (Please explain if there are any restrictions or considerations)
- Do you have 2 or more years of administrative, operations or logistics support experience in a manufacturing or technical environment?
If yes, please briefly describe the setting:
- What are your annual salary requirements?
Experience:
- Shipping & receiving: 2 years (Required)
Work Location: In person
Salary : $55,000 - $60,000