Administrative Assistant – Operations Support
Location: Tolleson, Arizona
Position Type: Full-Time, Hourly
Department: Operations Support

Position Summary
We are seeking a dependable and detail-oriented Administrative Assistant to support customer service, order entry, shipping documentation, and general office operations.

The ideal candidate is organized, analytical, comfortable working with numbers and detailed information, and able to follow assignments through completion. This position requires strong customer-service skills, accurate data entry, and the ability to manage several priorities without losing track of important details.

Training will be provided on company systems and procedures.

Responsibilities

• Answer incoming phone calls and assist customers, vendors, drivers, and employees professionally
• Enter sales orders and work orders into the company system
• Use established item codes, pricing, quantities, and order information
• Prepare order confirmations or invoice drafts for review
• Review orders for missing, inconsistent, or unclear information
• Follow assigned orders from entry through production and shipment
• Provide customers and internal departments with order-status updates
• Prepare Bills of Lading and other shipping documents
• Scan, distribute, and maintain shipping and order documentation
• Coordinate basic inbound and outbound freight, including LTL shipments
• Assist with shipping questions, missing paperwork, and delivery follow-up
• Maintain organized electronic and physical files
• Scan and organize completed project and installation documents
• Create product, shipping, or identification labels
• Assist with basic system-related administrative support
• Communicate with Sales, Production, Shipping, Finance, and management
• Follow up on open items until they are completed or properly escalated
• Assist with other administrative and operational support tasks as assigned

Qualifications

• High school diploma or equivalent
• Previous administrative, customer-service, order-entry, shipping, logistics, or office experience preferred
• Strong attention to detail and data-entry accuracy
• Comfortable working with numbers, codes, quantities, and detailed records
• Able to identify inconsistencies and ask appropriate questions
• Strong organizational and follow-through skills
• Professional written and verbal communication
• Strong phone and customer-service skills
• Ability to prioritize multiple assignments in a fast-paced environment
• Basic computer skills, including email, spreadsheets, document scanning, and file management
• Experience with Sage, MAS, ERP, order-entry, or shipping systems is helpful but not required
• Bilingual English and Spanish is helpful but not required
• Reliable attendance and consistent work habits

Ideal Candidate

The successful candidate will be someone who:

• Thinks logically and works carefully
• Learns systems and procedures quickly
• Double-checks information before submitting work
• Keeps accurate notes and organized records
• Communicates professionally with customers and coworkers
• Takes ownership of assignments and follows through
• Knows when to resolve an issue and when to escalate it
• Can switch between customer service and detailed administrative work
• Remains calm and organized when priorities change

Relevant Backgrounds

Applicants may have experience as an:

• Administrative Assistant
• Office Assistant
• Customer Service Representative
• Order Entry Clerk
• Shipping and Receiving Clerk
• Logistics Assistant
• Sales Support Assistant
• Production Office Assistant
• Data Entry Clerk
• Front Desk Assistant

Direct experience in every listed responsibility is not required. We are willing to train a candidate who demonstrates strong analytical ability, attention to detail, professionalism, and dependable follow-through.

Hiring Process
Qualified applicants will be asked to complete a skills assessment covering attention to detail, basic math, data accuracy, and analytical thinking.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Vision insurance

People with a criminal record are encouraged to apply

Experience:

• Administrative: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person