Administrative Support Coordinator
5 days ago
Company Overview
">Burnett Specialists Staffing & Recruiting is a leading provider of staffing and recruiting solutions. We are dedicated to connecting top talent with exciting job opportunities across various industries.
">
Job Description
">We are seeking an experienced Administrative Assistant to support our team in managing orders, tracking inventory, coordinating shipments, and providing administrative support.
The successful candidate will ensure the smooth flow of spare parts operations through accurate record-keeping, timely communication, and efficient order management.
This role works closely with purchasing, service, and maintenance teams to maintain operational efficiency.
">
Key Responsibilities
">- Maintain accurate records of inventory, including updating databases when orders are placed, received, or fulfilled.
- Monitor stock levels and assist in placing orders to replenish inventory as needed.
- Communicate with the warehouse to confirm the arrival of parts and update records accordingly.
- Process spare parts orders, ensuring accurate and timely entry into internal systems.
- Review and record updates on shipping dates and order statuses.
- Verify and approve incoming purchase orders, ensuring customer information (billing/shipping addresses, payment terms) is accurate.
- Prepare and issue quotes for spare parts based on customer or internal requests.
- Ensure quotes are complete with part numbers, descriptions, quantities, and correct pricing (including shipping and taxes).
- Follow up on outstanding quotes and assist with converting quotes into purchase orders.
- Assist customers and internal departments in identifying and selecting the correct parts.
- Respond to inquiries about order status, availability, shipping updates, and pricing.
- Provide timely communication regarding any shipment delays or order changes.
- Prepare and organize all necessary shipping documents, including invoices, packing lists, and labels.
- Coordinate shipments to customers or service teams to ensure timely delivery.
- Review outgoing orders to ensure accuracy before shipment.
- Help coordinate the return of damaged or incorrect parts to suppliers.
- Generate and maintain regular reports on quotes, orders, and backorders.
- Ensure all administrative processes comply with company policies and standards.
">
Qualifications
">- High school diploma or equivalent required; Associate's degree or relevant certification preferred.
- Previous administrative or inventory management experience preferred.
- Strong organizational skills and attention to detail.
- Good written and verbal communication skills.
- Ability to manage multiple tasks efficiently in a fast-paced environment.
- Bilingual skills are a plus.
">
About Our Team
">Meredith Clem, District Manager/Senior Recruiter, is proud to represent Burnett Specialists Staffing & Recruiting. With years of experience in the industry, Meredith brings a wealth of knowledge and expertise to her role.
"Success is not final, failure is not fatal: it is the courage to continue that counts." - Winston Churchill
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