Office Manager & Inside Sales Coordinator

The very technologies that are creating a more sustainable future for us - electric vehicles, semiconductors, and solar panels - are built on a foundation of metals extracted from the earth at great financial and environmental cost. At Electra Met® our mission is to build a circular economy that reduces our dependence on extracting these metals from the ground. We do this by delivering a novel electrochemical technology that separates and recovers dissolved metals from process and wastewater streams.

We are looking for an Office Manager & Inside Sales Coordinator who will serve as the organizational backbone of our daily office environment, see to administrative needs, routine financial tracking, and provide inside sales support. Reporting directly to our Controller, this position will bridge internal team operational efficiencies with reliable, structured processes and documentation. This position will be located at our Headquarters in Lexington, Kentucky.

Core Responsibilities:

Office Management & Support

• Serve as the main point of contact for office vendors, building management, and visitors.
• Monitor, order, and organize office supplies and kitchen inventory.
• Coordinate facility maintenance and repairs.
• Assist with new hire setup, including assigning work spaces, keys, and basic equipment.
• Provide occasional, light support for planning and setting up periodic company events or holiday gatherings.
• Prepare, format, and distribute client proposals ensuring consistency with company branding and standard terms.
• Manage end-to-end contract document flow between customers, internal sales teams, legal, and leadership for approvals.
• Track proposal submission statuses and follow up on pending signatures or outstanding deliverables.
• Maintain organized version control for all active and archived contracts in shared drives and CRM systems.
• Coordinate contract execution workflows, including e-signature processes and final record retention.

Financial & Compliance Support

• Perform three-way matching by reconciling vendor invoices with item receipts and purchase orders within our ERP system.
• Investigate and resolve any pricing or quantity discrepancies with vendors or internal teams.
• Track, audit, and send weekly reminders to employees regarding expense report submissions.
• Monitor and enforce timely submissions of weekly employee timesheets.

Administrative Assistance

• Manage company schedules, coordinate internal meetings, and arrange travel plans as needed.
• Answer, screen, and route incoming phone calls and general inbox emails.
• Maintain accurate electronic filing systems and physical records.
• Draft, format, and proofread internal memos, letters, and business documents.

Qualifications:

• 3+ years of experience in office administration, administrative support, or data-entry role.
• Experience navigating an ERP system;
  Net Suite is highly preferred.
• Experience maintaining sales documents (proposals and contracts).
• High proficiency with Microsoft Office Suite and team communication tools.
• Exceptional accuracy when checking numbers, codes, and matching files.
• Able to hold staff accountable for missing paperwork.
• Competitive salary based on experience
• Health, Dental, and Vision Insurance
• Life Insurance: 100% employer-paid base policy with voluntary employee-paid buy-up options
• Short-Term Disability:
  Voluntary, employee-paid option available
• Paid time off (PTO) and paid holidays
• Retirement plan options