Administrative Support Specialist

Position Summary

The Administrative Support Specialist provides cross‑functional administrative support to the service, sales, and quality teams. This role manages purchasing orders, creates and processes job tickets, maintains customer and service records, supports scheduling coordination, and handles front‑office communication. The Specialist also assists with shipping/receiving documentation, calibration coordination, and general office operations. Strong organization, accuracy, and customer service skills are essential.

Key Responsibilities

1. Service Administration & Workflow Support

• Create and process job tickets for sales, service, and inspections.
• Maintain service agreements and related inspection records.
• Coordinate scheduling updates with the service department and maintain the master calendar.
• Field initial service calls and gather required information.
• Assist the Service Manager with administrative tasks and documentation needs.

2. Purchasing & Vendor Coordination

• Produce and process purchase orders as relayed by sales and service teams.
• Maintain shipping and receiving documentation for incoming and outgoing materials.
• Assist with inventory coordination and documentation.
• Support vendor communication related to orders, materials, and calibration.

3. Quality & Compliance Support

• Complete and file CAR (Corrective Action Request) reports.
• Assist the Quality Manager with documentation, forms, and compliance records.
• Maintain and coordinate calibration of weights with State DOA, Rice Lake, and customer requirements.

4. Customer Service & Front Office Support

• Field incoming calls and front‑office emails; route inquiries appropriately.
• Provide initial customer support for service, records, and sales questions.
• Maintain and update customer contact information.
• Serve as backup for front desk operations and daily office tasks.

5. Documentation, Records & Office Operations

• Maintain forms, records, and digital customer files.
• Scan documentation for paid invoices and customer records.
• Assist with document requests, scanning, shredding, and file maintenance.
• Support general office operations as needed.