Office Assistant

The Manufacturers'​ Association • Richmond, VA

11d • $18 - $20

About The Position

The Office Assistant provides administrative, customer service, purchasing, inventory, shipping, and billing support to help ensure the efficient daily operation of the business. The role prepares customer quotations, processes purchase orders, coordinates shipments, maintains inventory records, assists with invoicing and accounts receivable, and manages communications with customers and vendors. The ideal candidate is organized, detail-oriented, dependable, and able to manage competing priorities while maintaining accurate records and providing professional service to customers, vendors, and internal personnel.

Requirements

• Proficiency in Microsoft Office applications, spreadsheets, email, and shared calendars.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.
• Strong recordkeeping, problem-solving, and follow-up skills.
• Ability to handle confidential business and customer information appropriately.
• Ability to work independently and collaborate effectively with management, engineering, customers, vendors, and other team members.

Nice To Haves

• Previous experience in an administrative, office support, customer service, purchasing, shipping, or order-processing role.
• Experience with QuickBooks, including work orders, invoicing, and inventory transactions.
• Ability to learn and navigate online vendor, customer, and shipping portals.

Responsibilities

• Obtain product pricing and shipping rates and prepare customer quotations, including applicable pricing, shipping markups, terms, and conditions.
• Prepare annual renewal quotations for appropriate customer contacts.
• Receive and process customer purchase orders, verify accuracy and completeness, and acknowledge, sign, and return copies when authorized and required.
• Coordinate order requirements with customers, vendors, and internal personnel.
• Coordinate incoming and outgoing shipments and RMAs, including documentation, carrier arrangements, packing slips, and shipments of products and third-party assemblies.
• Create shipments through carrier portals, maintain shipping logs and shipment records, and enter shipping and receiving details into inventory and tracking spreadsheets.
• Monitor shipments, communicate tracking and delivery updates, and resolve routine logistics issues with carriers, vendors, and customers.
• Create and maintain work orders, process customer RMAs and replacement equipment, place orders for third-party assemblies, and process Engineering Department parts orders.
• Maintain the live inventory tracking spreadsheet and update QuickBooks inventory records for all three company locations.
• Monitor inventory transactions and help ensure consistency between QuickBooks and inventory tracking records.
• Assist with purchasing, follow up on outstanding vendor orders, and maintain records of purchase orders, parts orders, inventory movements, and related documentation.
• Create customer invoices in QuickBooks and distribute them to the appropriate contacts.
• Monitor accounts receivable, track outstanding invoices and amounts due, and follow up on overdue receivables according to company procedures.
• Communicate with customers about invoices, payment status, and billing questions; maintain billing records and assist with routine invoice discrepancies.
• Serve as a professional contact for customers, vendors, carriers, and other business contacts; answer and direct telephone inquiries and take messages.
• Respond to routine customer and vendor inquiries by phone and email and communicate quotation, order, shipping, delivery, and billing information.
• Register for, access, and maintain customer and vendor portals; escalate complex service, shipping, purchasing, or billing issues to management as appropriate.
• Review cellular charges, identify discrepancies, and coordinate their resolution.
• Maintain vendor contracts, monitor monthly billing, and administer company web subscriptions, including account details, renewals, and recurring billing.
• Maintain records of contracts, subscriptions, service agreements, and related expenses, and communicate with providers regarding billing, renewals, and account changes.
• Maintain shared calendars and schedule reminders for deadlines, renewals, follow-ups, and business activities.
• Maintain organized electronic records and ensure timely completion of administrative tasks and follow-ups.
• Assist with general office operations and other administrative duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed