Administrative Generalist

Rayno Window Film, Inc. is one of the fastest-growing window film manufacturers in the United States, with a diverse range of advanced-technology automotive, architectural, and specialty film products. Our mission is to deliver superior-quality film solutions through innovation, customer focus, and continuous improvement.

We are seeking positive, motivated, and energetic individuals who thrive in a fast-paced, team-oriented environment to join our growing team as part of our nationwide and global expansion. The successful candidate will demonstrate strong initiative, reliability, and a commitment to excellence in every aspect of their work. Immediate start available.

If you’re looking for a long-term career with a dynamic company and a supportive team, we would love to hear from you.

Key Responsibilities

1. Administrative & Office Support

• Provide comprehensive administrative assistance to multiple departments, ensuring smooth daily operations.
• Manage general correspondence, including answering and directing phone calls, responding to emails, and maintaining professional communication with vendors, customers, and internal teams.
• Maintain and organize company records, filing systems, and documentation in both digital and physical formats.
• Assist with scheduling, calendar management, meeting preparation, and coordination of travel or event logistics.
• Support management with ad-hoc administrative projects, research tasks, and cross-departmental coordination.

2. Order Processing, Returns, Warranty & Claims

• Accurately process customer orders through the company’s ERP or CRM systems, ensuring that all data is properly entered and verified.
• Manage the full lifecycle of returns, warranty claims, and service requests, including documentation, follow-up, and communication with logistics and quality control teams.
• Collaborate with warehouse and logistics staff to confirm product availability, order accuracy, and timely delivery.
• Ensure customers receive prompt and professional updates regarding order status, returns, or replacement requests.
• Identify and escalate recurring issues or process inefficiencies to management for resolution.

3. Data Entry, Database Maintenance & Reporting

• Input and maintain accurate data across multiple company systems, including CRM, inventory management, accounting, and marketing databases.
• Generate, review, and distribute daily, weekly, monthly, quarterly, and annual performance and operations reports.
• Reconcile data between departments (sales, inventory, logistics) to ensure accuracy and alignment across systems.
• Track KPIs such as sales volume, order accuracy, turnaround times, and customer satisfaction.
• Maintain confidentiality and data integrity while managing sensitive company information.

4. Process Improvement & System Feedback

• Identify areas of operational inefficiency and propose improvements in workflows, tools, and documentation processes.
• Provide feedback on internal systems (CRM, ERP, or reporting tools) to help improve functionality and usability.
• Work closely with operations teams to troubleshoot minor system issues and participate in testing new software features or updates.
• Assist in the creation of standard operating procedures (SOPs) to improve department consistency and efficiency.

5. Cross-Departmental Support

• Support Sales, Marketing, Operations, and Technical departments in various administrative or coordination tasks.
• Assist in preparing presentations, marketing collateral, and sales materials for customer and distributor meetings.
• Help coordinate trade shows, training events, and internal company gatherings, including logistics and material preparation.
• Serve as a communication bridge between departments to ensure timely information sharing and project follow-through.
• Perform other duties as assigned to meet business needs and company goals.

Experience & Skill Requirements

Technical & Computer Proficiency

• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Drive, Gmail).
• Experience with data entry, CRM platforms (e.g., Zoho, Salesforce, or HubSpot), and inventory management systems.
• Ability to create spreadsheets, pivot tables, and summary reports using Excel or Google Sheets.
• Comfortable using digital project management tools and learning new systems quickly.
• Basic understanding of ERP systems or business management software is preferred.

Professional Competencies

• Highly organized, detail-oriented, and capable of managing multiple priorities simultaneously.
• Demonstrated ability to work efficiently under deadlines in a fast-paced business environment.
• Strong written and verbal communication skills with professionalism in internal and external interactions.
• Reliable and punctual, maintaining consistency and dependability in attendance and performance.
• Flexible and adaptable with a proactive attitude toward problem-solving and continuous learning.
• Proven ability to maintain confidentiality and handle sensitive information responsibly.

Education & Language

• Bachelor’s Degree in Business Administration, Management, Communications, or a related field preferred.
• High school diploma or equivalent required; relevant work experience may substitute for education.
• Fluent English (written and spoken) required.
• Bilingual proficiency (Spanish, Korean, or other) is a plus, particularly in communicating with global partners.

Work Schedule & Conditions

• Schedule: Monday through Friday, 9:00 AM – 6:00 PM (minimum), with a 1-hour lunch break.
• Employment Type: Full-time, permanent position.
• Work Environment: 100% onsite role in a professional office setting.
• Compensation: Competitive salary based on experience, with performance-based growth opportunities.
• Benefits: PTO, Health Insurance, Employee Discounts

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $45,000 - $50,000