Administrative and Inventory Support Specialist

Company information:

We are seeking an Administrative and Inventory Support Specialist to handle purchasing, invoicing, billing, and inventory documentation that supports our field staff and customer needs, with occasional warehouse support to maintain material flow. This is an administrative‑first position emphasizing accuracy, organization, and system integrity. Warehouse duties occur as needed to support material flow, staging, receiving, and overall organization. The role works directly with management, making strong organization, communication, and process‑improvement thinking essential.

This hybrid role is primarily focused on data accuracy, basic accounting and purchasing support, and customer/distributor coordination, with the addition of nominal warehouse and inventory maintenance. This is an administrative‑driven role. Warehouse work is secondary and occurs only as operational needs require. While overall task volumes are moderate, day‑to‑day needs fluctuate — some days may involve more warehouse activity, and other days more administrative work.

The ideal candidate is highly organized, flexible, and able to transition seamlessly between tasks throughout the day.

Actual daily mix varies, and candidates should be comfortable toggling between efforts as priorities shift. This role works directly with management, supporting ongoing improvements in processes, workflow efficiency, and operational clarity.

• Maintain business management software with accurate contact, quote, order, and inventory information.
• Support purchasing through vendor coordination, PO creation, and inventory minimum tracking.
• Enter vendor bills and help manage inbound/outbound mail.
• Collaborate with project management to plan material needs ahead of installation schedules.
• Maintain rental equipment logs and coordinate with management on upcoming needs.
• Document and update procedures as workflows evolve.
• Identify opportunities for improved workflow, accuracy, and efficiency.

• Assist with receiving, stocking, labeling, and organizing materials.
• Stage materials for installation crews.
• Help with packaging, shipping, and order preparation.
• Support fleet/vehicle documentation tasks.
• Maintain a clean, organized warehouse environment.

• Highly organized, proactive, and able to structure information and physical inventory.
• Process‑improvement mindset—actively looks for inefficiencies and suggests improvements.
• Excellent attention to detail and data accuracy.
• Strong communication skills; able to work directly with management.
• High attention to detail with strong accountability for data accuracy.
• Able to multitask and shift between administrative work and physical warehouse tasks smoothly.
• Self‑motivated, trustworthy, and able to work independently.
• Reliable, punctual, and professional; excellent attendance required.
• Proficient with Microsoft Excel and solid computer knowledge of computer applications.
• Accurate typing skills (60+ WPM preferred).
• Ability to lift 25–40 lbs. and perform physical warehouse tasks safely.

You thrive in a dynamic role where no two days look exactly the same. You enjoy keeping both data and physical spaces organized, take initiative without being asked, and bring forward ideas that help improve accuracy, workflow, and operational efficiency.