Sales/Office Administrator

About New England Lab

For over 25 years, New England Lab has provided laboratory furniture systems that support breakthrough scientific advancement ranging from pharmaceutical research, to life science discoveries, to enhancing products we use every day by providing solutions for the food and beverage industry. We are a growing full-service specialty sub-contractor and are proud to have provided laboratory furniture systems to some of the leading university, biotech, government, corporate, industrial and medical research facilities in the Northeast, Mid-Atlantic and Carolinas.

Role

New England Lab is seeking a Sales/Office Administrator to provide support to our sales and estimating teams and perform general office administration duties. Responsible for assisting sales and estimating personnel on the road and in satellite offices with communication, coordination (quotes, proposals), organization and necessary material(s) in order to accomplish their objectives and deadliness through effective communication, detailed documentation and coordination.  

Our Administrative Assistant needs to be self-motivated and highly detailed; placing value on both internal and external customer service.  This is a full-time, hourly, position reporting to the Business Manager. The typical business hours are 8am – 5pm M-F.  

Duties & Responsibilities

• Responsible for entering information, maintaining and updating contact, quote and project logs
• Manage kickoff process for southern sales team: Schedule kickoff meetings, source, prepare, and distribute project kickoff paperwork after reviewed and approved by sales team
• Support sales and estimating with the daily flow of information from bid phase to estimating/award phase (ITBs, proposals, estimates, drawings, scope of work, specifications, addendums, etc.)
• Draft proposal letters and assist with cost estimating
• Send RFP’s to vendors – organize, document, and track vendor communication for bid packages
• Responsible for handling individual item sales inquiries via web, phone or catalog
• Assist with furnish only sales (inquiry, estimating, scheduling and delivery)
• Answer incoming calls, qualify and direct to appropriate parties or take messages
• Open, sort, and distribute incoming correspondence, including faxes, email and physical mail
• Organize and control outgoing mail via UPS and FedEx online and associated supplies
• Keep all marketing material organized, current, replenished and re-order as necessary
• Keep an inventory of office supplies and keep office appropriately stocked at all times including the water
• Order and update vendor catalogs, reference material and sales literature
• Manage, communicate and distribute all vendor, marketing and office updates (catalogs, phone lists, product sheets)
• Research and book travel arrangements
• Set-up, schedule and attend various meeting as necessary
• Start up, close down office space as necessary (lights, printers, heat/AC, etc)

Skills & Competencies

• 1-3 years’ experience in an administrative/support role for construction industry or related field
• Dependable
• Driven, strong personal work ethic
• Able to effectively manage information, schedules and work load
• Well organized and able to appropriately prioritize tasks
• Professional and clear communicator
• Excellent administrative skills
• Experience handling multiple phone lines
• Knowledge and experience with MS Office (Word, Excel, Outlook, Access and Powerpoint)
• Enthusiastic and positive approach to position and tasks

This is a stationary position involving constant operation of computers and other office machinery. Substantial repetitive motions of the wrists, hands, and/or fingers are required.  Occasional needs to move inside the office to access file cabinets, copiers, and other office machinery. 

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities and activities may change at any time with or without notice. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

We are an equal opportunity employer; applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability and genetic information (including family medical history), or any other characteristic protected by law.

Benefits
We offer growth opportunities for motivated professionals and a great compensation package including, dental insurance, medical insurance, vision insurance, pre-tax accounts for health and dependent care, 401K employer match, paid company holidays, and paid vacations.