Responsibilities
Full Time 8AM to 5PM
- Key ResponsibilitiesReception & Customer Service
- Welcome customers, vendors, inspectors, and visitors professionally.
Administrative Duties
- Prepare professional correspondence, reports, presentations, and meeting minutes.
- Maintain electronic and physical filing systems.
- Assist management with document control and record retention.
- Manage office supplies and coordinate office maintenance.
- Schedule appointments, travel arrangements, and company events.
- Support HR with employee onboarding documentation and personnel records.
- Coordinate training records and certifications.
Sales Support
- Prepare customer quotations and sales proposals.
- Generate Sales Orders, Purchase Orders, and Work Orders in the ERP system.
- Follow up on customer RFQs, quotations, and purchase orders.
- Update CRM and customer databases.
- Coordinate with engineering, production, and purchasing regarding order status.
- Maintain sales documentation and customer files.
- Assist with bid packages, tenders, and contract documentation.
- Track order progress and communicate delivery schedules to customers.
- Prepare invoices and assist with collections when required.
Manufacturing & Operations Support
- Coordinate production documentation and manufacturing schedules.
- Assist with Bill of Materials (BOM) documentation.
- Support inventory transactions and material requisitions.
- Coordinate shipping documents including:
- Packing Lists
- Commercial Invoices
- Certificates of Origin
- Bills of Lading
- Assist Quality Assurance with document control.
- Maintain revision-controlled engineering documents.
Purchasing Support
- Issue Purchase Orders to suppliers.
- Obtain supplier quotations.
- Track supplier deliveries.
- Maintain vendor records.
- Coordinate material deliveries with the warehouse.
- Monitor lead times and supplier performance.
Customer Relations
- Respond promptly to customer inquiries.
- Coordinate customer meetings and plant visits.
- Maintain professional communication with domestic and international customers.
- Resolve customer requests by coordinating with internal departments.
- Ensure a high level of customer satisfaction.
ERP & Documentation
- Maintain accurate ERP records.
- Update customer and supplier master data.
- Process purchase orders and sales orders.
- Generate reports for management.
- Maintain document revision history.
Compliance & Safety
- Follow company safety policies and procedures.
- Maintain confidentiality of customer and company information.
- Support ISO 9001/API Q1 quality management documentation.
- Ensure compliance with company administrative procedures.
Required Qualifications Education
- Associate's degree or Bachelor's degree in Business Administration, Marketing, Management, or a related field preferred.
Experience
- 2–5 years of administrative or sales support experience.
- Experience in manufacturing, oil & gas, industrial equipment, or engineering environments preferred.
Required Skills
- Excellent verbal and written communication.
- Strong customer service skills.
- Professional telephone etiquette.
- Excellent organizational and multitasking abilities.
- Strong attention to detail.
- Ability to work under deadlines.
- Problem-solving skills.
- Ability to work independently and within a team.
- Time management and prioritization.
Computer Skills
Proficiency in:
- Microsoft Office (Excel, Word, Outlook, PowerPoint)
- ERP systems (SAP, NetSuite, Microsoft Dynamics, Epicor, or similar)
- CRM software
- Adobe Acrobat
- Microsoft Teams and Zoom
Preferred Knowledge
- Oil & Gas manufacturing processes
- API equipment and terminology
- Purchase Order processing
- Inventory control
- Manufacturing documentation
- Quality Management Systems (ISO 9001/API Q1)
- Shipping and logistics documentation
- International customer support
Physical Requirements
- Ability to sit for extended periods.
- Occasionally lift up to 25 lbs.
- Frequent computer and telephone use.
- Ability to walk through manufacturing and warehouse areas.
- Answer and direct incoming phone calls and emails.
- Maintain the reception area and conference rooms.
- Coordinate visitor access, safety sign-in, and security procedures.
- Schedule meetings and manage conference room bookings.
- Handle incoming and outgoing mail, courier services, and shipments.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
