Administrative Assistant and Shipping and Receiving (Instrument Technologies Inc.)

Accredited Labs • Boise, ID

19h • Onsite

About The Position

Instrument Technologies Inc. is seeking a motivated and customer-centric professional to join their growing team as an Administrative Assistant and Shipping and Receiving specialist. This role is crucial for supporting customers, addressing their needs, and ensuring seamless experiences that drive satisfaction and loyalty. The ideal candidate will thrive on problem-solving and building positive relationships. The position involves managing customer inquiries, preparing quotes, processing purchase orders, resolving complaints, maintaining customer records, and scheduling field technicians. Additionally, the role includes responsibilities for receiving, verifying, and documenting incoming equipment, entering details into the laboratory system, and maintaining an organized receiving area.

Requirements

• 2+ years of experience in customer service and shipping and receiving role
• 1+ years of administrative experience, preferably in a related field (e.g., calibration, technical services, etc.)
• 1+ years of invoicing experience
• 1+ years of experience generating quotes for customers
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent communication skills, both written and verbal
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Highly responsive, detail-oriented, and efficient in completing tasks
• Ability to prioritize tasks effectively and manage multiple customer needs simultaneously
• Comfortable working in a technical or service-based business environment
• Professional demeanor with a positive attitude and the ability to adapt in a dynamic setting
• Customer-service-oriented with a positive and proactive approach
• High school diploma or equivalent
• Ability to lift 25 lbs.

Nice To Haves

• NetSuite experience a plus

Responsibilities

• Manage incoming customer inquiries through phone and email with efficiency and empathy.
• Assist customers with service-related questions and provide clear, helpful information.
• Deliver timely and precise responses to all customer queries.
• Prepare and send quotes to existing and prospective customers.
• Conduct follow-ups on quotes via phone or email to nurture leads and close opportunities.
• Receive, review, and verify Purchase Orders for accuracy and completeness.
• Generate Purchase Orders for necessary supplies and materials.
• Address and resolve customer complaints or issues professionally and efficiently.
• Keep customer records up-to-date and accurate in our systems.
• Work collaboratively with team members to enhance overall customer satisfaction.
• Scheduling field technicians efficiently within customer timelines.
• Receive and verify incoming equipment against packing lists or work orders.
• Perform initial condition checks and document any damage or missing components.
• Enter equipment details into the laboratory system and generate work orders.
• Apply labels, barcodes, and status tags to maintain traceability.
• Communicate discrepancies or issues to customers, technicians, or customer service teams.
• Maintain a clean, organized, and safe receiving area.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) with Company Match
• Company-Paid Life Insurance
• Paid Time Off (PTO)
• Paid Holidays
• Company-Provided Equipment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED