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

Accredited Labs • Boise, ID

1d • 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/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, scheduling technicians, and handling the receiving and verification of equipment. A clean, organized, and safe receiving area is essential, along with accurate data entry and communication of any discrepancies.

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 – Comprehensive medical coverage to support your well-being
• Dental Insurance – Preventive and restorative care to keep you smiling
• Vision Insurance – Coverage for eye exams, glasses, and contacts
• 401(k) with Company Match – Plan for your future with our retirement savings plan and generous employer match
• Company-Paid Life Insurance – Peace of mind with fully covered life insurance
• Paid Time Off (PTO) – Enjoy a healthy work-life balance with paid time off
• Paid Holidays – Celebrate and recharge with paid company holidays
• Company-Provided Equipment – All necessary tools and technology supplied to help you succeed in your role

What This Job Offers

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