Administrative Assistant (East Coast Calibration)

Job description

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) **About Us:** Accredited Labs is a trusted provider of accredited calibration services. Our expertise in precision calibration is marked by innovation, quality, and our dedication to customer satisfaction. We are a network of calibration companies that blends local relationships with the reliability and resources of a national brand. We partner with established regional labs known for their deep community roots and long-standing customer trust and empower them with top-tier infrastructure and ISO/IEC 17025 accreditation. Whether onsite or in-lab, we maintain the personalized service customers depend on and deliver a consistent, compliant experience across every location. Accredited Labs is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. Accredited Labs does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits. **Benefits:** We value our team and are proud to offer a comprehensive benefits package for all full-time employees, including: - **Health Insurance** – Comprehensive medical coverage to support your well-being - **Dental Insurance** – Preventive and restorative care to keep you smiling - **Vision Insurance** – Coverage for eye exams, glasses, and contacts - **401(k) with Company Match** – Plan for your future with our retirement savings plan and generous employer match - **Company-Paid Life Insurance** – Peace of mind with fully covered life insurance - **Paid Time Off (PTO)** – Enjoy a healthy work-life balance with paid time off - **Paid Holidays** – Celebrate and recharge with paid company holidays - **Company-Provided Equipment** – All necessary tools and technology supplied to help you succeed in your role