Office Support Specialist

1 week ago

Phoenix, Arizona, United States Hose Solutions Inc Full time
Job Overview

About Hose Solutions Inc

Hose Solutions Inc is a premier provider and resource for the transfer of fluids and materials through high-quality flexible hoses and tubes. Our mission is to cultivate a team that embraces innovative problem-solving techniques.

We focus on high-performance hoses utilized across various sectors, including Mining, Military, Oil & Gas, and Water Utilities. Our clients depend on our extensive technical expertise and knowledge. The environment at Hose Solutions is dynamic and entrepreneurial, with a strong emphasis on customer satisfaction.

We are seeking a proactive, enthusiastic, and self-driven individual who thrives in a collaborative setting and enjoys tackling challenges.

*Competitive Salary Based on Experience*

Position Summary:

As an Office Support Specialist at Hose Solutions Inc, you will provide crucial administrative assistance across multiple departments. Your main duties will encompass generating quotes and invoices, inputting data into our Customer Relationship Management (CRM) system, managing phone inquiries, creating shipping labels, and executing various administrative tasks in a fast-paced environment. This position demands exceptional organizational skills, meticulous attention to detail, and the ability to juggle multiple responsibilities.

Key Responsibilities:Sales Assistance:
  • Prepare precise and timely quotes, invoices, and necessary documentation for clients in accordance with established pricing protocols.
  • Collaborate with the sales team to collect essential information for quotes.
  • Oversee the group email inbox, assigning and assisting with customer inquiries and requests.
  • Input customer details, orders, and other pertinent data into the CRM system.
  • Maintain up-to-date customer records and ensure data integrity.
  • Track machine installations, send electronic signature documents to clients, and manage operator manuals.
  • Assist in sourcing and procuring special order components for the sales team.
Phone Management:
  • Professionally answer and direct incoming phone calls.
  • Take messages and communicate important information to relevant team members.
  • Assist clients with inquiries and guide them to the appropriate department.
Logistics Coordination:
  • Create labels for shipments, packages, and office use.
  • Ensure accurate labeling of products and materials for effective inventory management.
  • Schedule and manage domestic shipments through carriers such as UPS and FedEx.
General Administrative Support:
  • Assist with filing, scanning, document preparation, and record maintenance.
  • Manage office supplies, order replacements as necessary, and maintain an organized inventory.
  • Support colleagues and supervisors with administrative tasks as needed.
  • Demonstrate excellent note-taking skills and the ability to develop Standard Operating Procedures (SOPs).
Qualifications:
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook).
  • Technologically adept, with proficiency in using laptops/PCs, printing/scanning, and the ability to learn new applications.
  • High school diploma or equivalent; an associate's degree or relevant certification is advantageous.
  • Demonstrated experience in an administrative or office support capacity.
  • Familiarity with CRM systems (experience with Zoho CRM is a plus).
  • Strong written and verbal communication skills.
  • Exceptional organizational and multitasking capabilities.
  • Detail-oriented with a focus on maintaining accurate records.
  • Professional and courteous phone demeanor.
  • Spanish language skills are a plus.
  • Able to work independently as well as collaboratively within a team.
  • Strong problem-solving abilities and a positive outlook.

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