What are the responsibilities and job description for the Administrative Assistant position at THEO Laser Inc?
Administrative Assistant
Location: Westborough, Massachusetts, USA
Position Type: Full-Time
Company Overview:
THEO Laser Inc. is dedicated to revolutionizing welding through its cutting-edge handheld laser welder. Theo by MaxPhotonics is the most modern, reliable, and safe handheld welding equipment on the market. Innovation and technology are the pillars of our development. Our ceaseless exploration into laser devices and technology has led us to offer a variety of products, changing the very structure of the industry. We are proud of the creative, dedicated, and inspiring people that make up our team.
Our new U.S. headquarters, located in a beautiful office park in Westborough, encompasses our core office staff, our service center, and THEO Academy, where we train distributors in the use of our products. THEO is currently seeking a highly motivated and organized Administrative Assistant.
Join our dynamic team and grow with our company!
Job Summary:
The Administrative Assistant will be the first point of contact for our clients and visitors. This role requires a courteous and efficient individual who can maintain a polished and welcoming office environment while handling a wide variety of administrative tasks with a positive “can-do” attitude.
The successful candidate will be self-motivated and able to adapt quickly.
Key Responsibilities
Reception Duties:
- Greet and welcome visitors in a friendly and professional manner.
- Assist customers with basic information about the company and its services.
- Answer and direct incoming calls promptly and accurately, writing and relaying notes as needed.
- Maintain a clean, organized, and properly stocked reception area and coffee corner.
Administrative Support:
- Assist with scheduling appointments, managing calendars, and booking travel and lodging.
- Handle incoming and outgoing mail and packages.
- Prepare and distribute correspondence.
Purchasing and Finance:
- Enter data correctly into our Netsuite ERP system following corporate processes.
- Place orders and track purchases.
- Organize and log receipts.
- Compile reports.
- Help process expense reports for THEO staff.
Office Management:
- Shop for and transport drinks for beverage fridge.
- Maintain office supplies inventory and place orders as needed.
- Coordinate maintenance and repairs for office equipment.
- Organize company events and meetings.
Data Entry and Record Keeping:
- Perform data entry tasks as required.
- Maintain accurate records and files.
Other duties as required in support of other team members and departments.
Qualifications:
- High school diploma required; associate’s or bachelor’s degree preferred.
- Valid driver’s license.
- Professional appearance and demeanor.
- Strong English verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Mathematical ability to double-check invoices, spreadsheets, and expense reports for computational errors.
- Strong organizational and multitasking skills.
- Ability to work independently and as part of a team.
- Attention to detail and problem-solving skills.
- Proven experience in a front desk or administrative role preferred.
- Ability to lift 30-50 lbs. infrequently preferred.
Preferred:
- Familiarity with ERP systems a strong bonus.
- Proficiency in Mandarin Chinese a plus.
Benefits:
- Competitive salary.
- Health, dental, and vision insurance.
- Retirement plan with company matching.
- Paid time off and holidays.
- Opportunities for professional development and growth.
THEO Laser Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Pay: $20.00 - $24.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $20 - $24