Administration Assistant - with Technical Aptitude

Aspire Talent Solutions; Salem (NH); On-site; USD 42,000 - 56,000; Full time

Job summary

Aspire Talent Solutions is seeking an Administration Assistant with technical aptitude for our Salem/Nashua, NH operations. The role backs up the operations manager and eventually assists a bench tech with basic electro-mechanical tasks.

The ideal candidate has 3+ years of administrative experience combined with an electro-mechanical background and proficiency in ERP/financial software, including QuickBooks Enterprise. ITAR compliance knowledge is a plus.

Qualifications

• At least 3 years of administrative experience with electro-mechanical background or strong technical aptitude.
• Experience with ERP or financial software; QuickBooks Enterprise is strongly preferred.
• 3+ years of direct customer interaction in a professional service or sales support role.
• Compliance with ISO, ITAR, DOC, DOS and company policies; experience in ITAR environments is advantageous.
• Strong organizational skills to monitor tasks and multi-project workload.
• Ability to work independently and collaboratively in a small team.

Responsibilities

• Act as key account coordinator: quotes, sales orders, POs, accounts payable collections.
• Oversee domestic shipping/receiving; assist with packing and logistics.
• Manage RMA process and daily returns log with reports for operations manager.
• Control U.S. warehouse inventory; lead physical counts and audits.
• Coordinate activities between manufacturing, service, sales, and shipping.
• Back up Lab Technician as needed; perform additional admin or operational duties.

Skills

Administrative experience

Electro-mechanical aptitude

ERP / financial software

Customer relations

Organization

Education

Business administration degree or certification

Tools

ERP software

QuickBooks Enterprise

Job description

POSITION: Administration Assistant (with Technical Aptitude)

LOCATION: Salem / Nashua, NH

Company in southern New Hampshire is recruiting an Administration Assistant who has some basic electro-mechanical technical skills (MUST HAVE technical aptitude. Either must have experience with soldering, reading schematics, testing OR be willing to learn)

Small company is looking for a unique individual who will back up the operations manager. They will eventually back up bench tech with some basic electro-mechanical tasks for about 10 hours a month.

(with the company doing ITAR work, the individual they hire MUST be a U.S. citizen)

Responsibilities

• Account & Order Management: Act as a key account coordinator by generating quotes, processing sales orders, handling Purchase Orders (POs), and managing accounts payable collections.
• Logistics & Shipping: Oversee all domestic shipping and receiving activities (excluding complex export compliance managed by senior management). Pack, lift, and handle boxes to ensure timely delivery to customers and suppliers.
• RMA & Returns: Manage the Return Merchandise Authorization (RMA) process. Coordinate returns following established protocols, maintain the daily returns log, and provide timely reports to the Business Operations Manager.
• Inventory Control: Manage the U.S. warehouse inventory. Lead physical counts and year-end audits to ensure precise stock accuracy for both commercial orders and repair spare parts.
• Cross-Company Coordination: Serve as a primary point of contact and coordinate activities between manufacturing, service, sales, and shipping departments.
• Additional tasks: Perform other administrative or operational duties as assigned to support business needs.
• Technical Backup: Maintain competency on a regular basis to provide effective backup support for the Lab Technician.

Requirements

• Technical & Administrative Balance: At least 3 years of administrative experience combined with an electro-mechanical background or a strong aptitude for technical environments.
• Software & Systems: Proficiency with computers and standard office software. Experience with ERP or financial software is required; Intuit QuickBooks Enterprise Solutions is strongly preferred.
• Customer Relations: At least 3 years of direct experience interacting with customers in a professional service or sales support capacity.
• Compliance: Comply with ISO, ITAR, DOC, DOS, and company policies. Prior experience working in ISO and ITAR-regulated environments is highly advantageous.
• Organization: Strong organizational skills and ability to monitor work, manage tasks, and meet deadlines across multiple ongoing projects.
• Team Dynamics: Proven ability to work independently while seamlessly collaborating as part of a small, tight-knit team with a focus on mutual backup.
• Education: A relevant degree or certification in business administration or a related field is preferred.