Administrative Assistant (East Coast Calibration)

We are seeking an Administrative Assistant to join our ECC team, an Accredited Labs company.

As the Administrative Assistant, you will support the daily operations of our Hallowell, Maine office, assisting with various administrative tasks and ensuring smooth office functions.

The ideal candidate is someone who is highly organized, detail-oriented, and able to multitask in a fast-paced environment. Your responsibilities will include managing customer communications, generating quotes for customers, scheduling appointments, maintaining accurate records, and providing general administrative support to ensure efficiency across the team.

Location: At our Hallowell, Maine branch office.

Day to Day Responsibilities:

• Serve as the primary point of contact for customers regarding calibration services, addressing inquiries and providing service updates.
• Manage customer requests for quotes, service scheduling, and follow-up communications.
• Schedule calibration appointments and coordinate with technicians to ensure timely and accurate service delivery.
• Monitor customer calibration due dates and proactively contact customers to arrange calibration appointments, minimizing delays.
• Scan and file calibration records, certificates, and service reports, ensuring accuracy and updating them in internal databases and management software.
• Assist in the organization and filing of calibration certificates.
• Track and order calibration equipment and supplies, ensuring adequate stock levels for smooth operations.
• Maintain accurate inventory records.
• Assist in generating invoices for calibration services and process payment transactions.
• Answer phones and manage incoming correspondence, including emails and phone inquiries.

Requirements:

• 2+ years of experience in a customer service role
• 1+ years of administrative experience, preferably in a related field (e.g., calibration, technical services, etc.)
• 1+ years of experience generating quotes for customers
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent communication skills, both written and verbal
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Highly responsive, detail-oriented, and efficient in completing tasks
• Ability to prioritize tasks effectively and manage multiple customers needs simultaneously
• Proven ability to multitask and thrive in a fast-paced, deadline-driven environment
• Professional demeanor with a positive attitude and the ability to adapt in a dynamic setting
• Customer-service-oriented with a positive and proactive approach
• High school diploma or equivalent (preferred)