Description

Administrative Assistant – Operations & Sales Support

Position Summary

The Administrative Assistant provides day-to-day administrative, sales, and operational support to the Director of Operations. This role is responsible for managing documentation, tracking sales and job status, preparing reports, and assisting with coordination between customers, sales, and operations. The position is essential to maintaining accuracy, efficiency, and timeliness across operational and revenue-impacting activities.

Key Responsibilities

Sales & Commercial Support

• Prepare, track, and maintain parts quotes and parts sales documentation

• Assist with processing and tracking customer change orders

• Review open sales orders and incomplete jobs; flag issues, delays, or missing information

• Assist in identifying discrepancies between customer purchase orders, proposals, and sales documentation

• Maintain organized records of sales documents

Reporting & Tracking

• Prepare, distribute, and maintain milestone reports, delivery reports, and sales reports

• Track job status, delivery schedules, and key dates to support operational planning

• Maintain accurate spreadsheets, logs, and reporting tools to support management decisions

Administrative & Operational Support

• Organize, file, and maintain electronic and physical records

• Assist with document control and version tracking

• Coordinate information between operations, sales, and management

• Support scheduling, follow-ups, and task tracking as assigned

• Greet, sign in, and escort visitors as needed in accordance with our security policies

Process Support & Continuous Improvement

• Help identify inefficiencies or recurring issues in administrative and sales workflows

• Assist with standardizing templates, reports, and tracking tools

• Support compliance with internal procedures and customer requirements

Required Qualifications

• Strong organizational and time-management skills

• High attention to detail and accuracy

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Ability to manage multiple tasks and shifting priorities

• Clear written and verbal communication skills

Preferred Qualifications

• Experience supporting operations, sales, or project-based environments

• Familiarity with purchase orders, proposals, and change orders

• Experience in manufacturing, marine, industrial, or construction environments

• Basic understanding of sales tracking or job costing (preferred but not required)

Working Relationships

• Reports directly to the Director of Operations

• Works closely with Sales, Operations, and Accounting personnel

• Interfaces with customers as needed for documentation and reporting