Administrative Coordinator

6 days ago

Phoenix, Arizona, United States Hose Solutions Inc Full time

Hose Solutions Inc. is a world-leading supplier of high-performance, lay-flat type, dewatering hoses used with submersible pumps for various industries. Our innovative products and company culture make us a dynamic and entrepreneurial work environment.

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We require an Administrative Assistant to provide essential support to our departments. This role involves generating quotes and invoices, managing customer data in our CRM system, handling phone inquiries, creating labels, and performing other administrative tasks in a fast-paced setting. Key responsibilities include:

  • Sales Support:
    • Prepare accurate and timely quotes, invoices, and documentation for customers based on established pricing guidelines.
    • Collaborate with the sales team to gather necessary information for quotes.
    • Manage group email inbox, assign and assist with customer questions and requests.
    • Enter customer information, orders, and other relevant data into the CRM system.
    • Keep customer records up-to-date and ensure data accuracy.
    • Manage and track installations of machines, send e-sign documents to customers, and maintain operators manuals.
    • Assist with sourcing and purchasing special order parts for the sales team.
  • Phone Management:
    • Answer and direct incoming phone calls in a professional and courteous manner.
    • Take messages and relay important information to the appropriate team members.
    • Assist customers with inquiries and direct them to the appropriate department.
  • Logistics:
    • Generate labels for shipments, packages, and office use.
    • Ensure accurate labeling of products and materials for efficient inventory management.
    • Book and manage domestic shipments through UPS, FedEx, etc.
  • General Administrative Support:
    • Assist with filing, scanning, document preparation, and record-keeping.
    • Manage office supplies, order replacements as needed, and keep an organized inventory.
    • Support colleagues and managers with administrative tasks as requested.
    • Excellent note-taking skills and ability to create SOPs.

Qualifications: Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Technology competent, proficient with laptops/PCs, printers/scanners. High school diploma or equivalent; associate's degree or relevant certification is a plus. Proven experience in an administrative or office support role. Familiarity with CRM systems (experience with Zoho CRM is a plus). Strong written and verbal communication skills. Exceptional organizational and multitasking abilities. Detail-oriented and capable of maintaining accurate records. Professional and courteous phone etiquette. Spanish-speaking a plus. Ability to work independently and as part of a team. Strong problem-solving skills and positive attitude.

Estimated Salary Range: $45,000 - $65,000 per year

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