Position Summary
Lubeco is seeking a detail-oriented and personable Office Assistant to support the day-to-day operations of our office. This role is central to keeping our small business running smoothly — serving as a first point of contact for customers, preparing and sending quotes, processing RFQs and orders, entering and organizing data in Excel and Word, handling basic purchasing and supplies ordering, and keeping documents scanned, filed, and organized. The ideal candidate is organized, proactive, comfortable multitasking, and confident working with Microsoft Word and Excel.q
Key Responsibilities
Customer Relations & Communications
- Serve as a friendly, professional first point of contact for customers by phone, email, and in person.
- Enter and send price quotes to customers accurately and in a timely manner.
- Respond promptly and courteously to customer inquiries and requests, and take ownership of customer-related issues — following through until they are resolved.
- Maintain positive, ongoing relationships with customers and vendors to support repeat business.
RFQs & Order Handling
- Process incoming Requests for Quote (RFQs), gathering the information needed to prepare an accurate, complete quote.
- Type up and format price quotes in Microsoft Word, and enter corresponding pricing and order data into Microsoft Excel with a high level of accuracy.
- Process incoming customer orders, verifying accuracy of items, quantities, and pricing before entry.
- Coordinate with warehouse, shipping, or vendor contacts to track order and RFQ status and resolve delays.
- Prepare order confirmations, packing slips, and invoices, and follow up with customers as needed.
Data Entry & Recordkeeping
- Accurately enter, update, and maintain customer, vendor, quote, and order information in company systems and spreadsheets.
- Review data for errors or inconsistencies and correct discrepancies in a timely manner — this role requires strong attention to detail.
- Generate basic reports and summaries from tracked data as requested.
Basic Purchasing & Supplies Ordering
- Monitor office and basic operational supply levels, placing orders with approved vendors as needed.
- Obtain pricing, submit basic purchase orders, and track deliveries for routine purchases.
- Match packing slips and invoices to purchase orders and flag discrepancies.
Document Filing & Organization
- Scan physical documents and save them in the appropriate digital folders using clear, consistent naming conventions.
- Create, maintain, and organize both physical and digital filing systems for contracts, quotes, invoices, correspondence, and other business records.
- Ensure documents are properly labeled, stored, and easily retrievable, and maintain confidentiality of sensitive information.
- Archive or dispose of outdated records in accordance with company retention policies.
General Office Support
- Draft, format, and proofread correspondence, memos, and reports using Microsoft Word.
- Build and maintain spreadsheets, logs, and simple trackers using Microsoft Excel.
- Manage incoming and outgoing mail and general office upkeep.
- Support scheduling, meeting coordination, and other administrative tasks as assigned.
Qualifications & Skills
- High school diploma or equivalent required; associate degree or relevant coursework a plus.
- 1+ years of experience in an office, administrative, or customer service role preferred.
- Proven experience with customer relations, handling inquiries and communications with professionalism and patience, and following through on customer issues.
- Experience preparing or processing RFQs, quotes, or orders is a strong plus.
- Strong data entry skills with high attention to detail and accuracy — comfortable typing quotes and correspondence in Word and entering/tracking data in Excel.
- Demonstrated ability to organize and maintain both digital and physical filing systems, including scanning and saving documents.
- Experience with basic purchasing, supplies ordering, or matching invoices to purchase orders is a plus.
- Proficiency in Microsoft Word and Microsoft Excel (formulas, formatting, basic spreadsheet management).
- Comfortable learning new software and office systems as needed.
- Excellent written and verbal communication skills.
- Strong organizational skills and the ability to prioritize multiple tasks in a fast-paced, small-business environment.
- Reliable, self-motivated, and able to work both independently and as part of a small team.
Preferred Qualifications
- Prior experience working in a small business or manufacturing/distribution office setting.
- Familiarity with RFQ, quoting, order management, inventory, or accounting software.
- Basic knowledge of Microsoft Outlook or similar email/calendar tools.
Pay: $24.00 - $27.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Long Beach, CA 90805
