Administration Assistant - with Technical Aptitude

Keystone Distinction Group; Salem (NH); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Keystone Distinction Group in southern New Hampshire seeks an Administration Assistant who combines administrative skills with electro-mechanical aptitude. Location: Salem/Nashua, NH; must be a U.S. citizen due to ITAR work.

The role supports the operations manager, backing up a bench tech with basic electro-mechanical tasks, and handling order management, shipping, returns, inventory, and cross‑department coordination.

Qualifications

• 3+ years of administrative experience with an electro-mechanical background or strong technical aptitude.
• Proficiency with standard office software; ERP/financial software experience; QuickBooks Enterprise preferred.
• 3+ years of direct customer interaction in a professional service or sales support role.
• Experience with ISO, ITAR, DOC, DOS compliance; ISO/ITAR environments advantageous.
• Strong organizational skills; ability to monitor work, manage tasks, and meet deadlines across multiple projects.
• Degree or certification in business administration or related field preferred.

Responsibilities

• Account & order management: quotes, sales orders, POs, accounts payable collections.
• Logistics & shipping: oversee domestic shipping/receiving; pack and handle boxes for timely delivery.
• RMA & returns: manage RMA process; maintain daily returns log and reports.
• Inventory control: manage U.S. warehouse inventory; lead physical counts and audits.
• Cross‑department coordination: act as liaison between manufacturing, service, sales and shipping.
• Additional administrative/operational duties as needed to support business needs.
• Tech backup: maintain competency to provide backup for Lab Technician.

Skills

Admin experience

Tech aptitude

Customer service

ITAR compliance

ERP software

QuickBooks

Organization

Education

Business Admin degree

Tools

ERP software

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.