Administrative, Sales, & Operations Assistant

Job Description

Job Description

Benefits :

Commissions

Bonus based on performance

Company parties

Dental insurance

Flexible schedule

Health insurance

Opportunity for advancement

Training & development

Vision insurance

We are seeking a dependable, detail-oriented Administrative, Sales, & Operations Assistant to support daily business operations, documentation, and vendor management.

This role is designed to free up company leadership from clerical and process-based work, allowing you to take ownership of key administrative functions across quoting, purchasing, cost tracking, and quality documentation. The position offers a structured foundation for long-term career development in business administration, operations, or quality management within an advanced manufacturing environment.

Responsibilities

• Populate standard company documents (Purchase Orders, Invoices, Quotes, RFQs) using data and direction provided by company leadership no content creation required, only accurate and organized entry into existing forms.
• Maintain organized digital filing systems and ensure all issued documents are properly stored and traceable.
• Track open quotes, POs, and jobs using Excel-based systems and internal trackers.
• Solicit vendor quotes as directed to maintain accurate cost data for internal pricing models.
• Update and maintain vendor cost logs and quarterly cost summaries to support quote accuracy.
• Assist with quality control and ISO documentation activities, such as calibration logs, internal audits, and controlled form management.
• Generate weekly and quarterly reports summarizing active quotes, open jobs, and production schedules.
• Support management with document formatting, scanning, printing, and light clerical duties.
• Professionally handle customer and vendor communication, including outbound and inbound calls and emails, customer follow-up routines, relationship maintenance activities, answering inquiries, responding to RFQs, and gathering missing details.
• Update and maintain customer and sales activity in HubSpot CRM, including notes, tasks, and pipeline organization.
• Assist in preparing customer presentations, capability summaries, and templates for sales outreach.
• Reduce executive workload by managing recurring administrative tasks and proactively handling operational details.

Qualifications

• Exceptional attention to detail and commitment to accuracy.
• Strong proficiency with Microsoft Excel, Word, and Outlook.
• Familiarity with CRM systems (HubSpot preferred) or the ability to learn quickly.
• Comfortable working under clear procedures and direction.
• Dependable and professional communication skills.
• Strong organizational habits with the ability to manage multiple tasks simultaneously.
• High attention to detail and pride in accurate, high-quality work.
• Self-motivated, proactive, and comfortable working without constant supervision.
• Intuitive thinker who learns fast and understands priorities naturally.
• Flexible and dependableable to adapt to changing schedules, workload variations, and occasional overtime.
• Prior office or administrative experience in a manufacturing or business environment preferred, but not required.
• Students pursuing degrees in Business Administration, Operations, Supply Chain, or Industrial Engineering are encouraged to apply.

Career Growth & Development

• This position is structured to grow into a full-time role as company needs expand.
• High-performing team members will be eligible for full-time employment, benefits, and increased responsibilities in sales & marketing, vendor management, operations coordination, and / or ISO quality management.
• As the company grows, opportunities may extend into sales management, project management, quality administration, or financial coordination for candidates demonstrating initiative and accuracy.
• Regular performance reviews every 90 days to evaluate progress, readiness for expanded duties, and compensation adjustments.

Why Join Us

• Direct mentorship and daily collaboration with company leadership.
• Exposure to the inner workings of an advanced manufacturing and engineering business.
• Learn how quoting, cost tracking, quality documentation, and supplier coordination function in a real production environment.
• Flexible scheduling for students or part-time professionals.
• Real opportunity to develop into a long-term, full-time career role with benefits as the business continues to grow.