Administration Assistant - with Technical Aptitude

Calqulate Metrics Ltd; Salem (NH); On-site; USD 42,000 - 54,000; Full time

Job summary

Calqulate is seeking an Administration Assistant with technical aptitude in Salem/Nashua, NH. The role backs up the operations manager and lab technician, performing account management, shipping, RMA, and inventory duties in a small team.

Must have 3+ years in admin with electro-mechanical exposure, and be comfortable with ERP and QuickBooks Enterprise Solutions. Candidates must be U.S. citizens due to ITAR work.

Qualifications

• Minimum 3 years of administrative experience with an electro-mechanical background or strong technical aptitude.
• Proficiency with computers and standard office software; familiarity with ERP/financial software required.

Responsibilities

• Account & Order Management: quotes, sales orders, POs, and accounts payable collections.
• Logistics & Shipping: oversee domestic shipping/receiving; assist with packing and handling.
• RMA & Returns: manage RMA process and maintain returns log.
• Inventory Control: manage U.S. warehouse inventory; lead counts and audits.
• Cross-Company Coordination: coordinate between manufacturing, service, sales, and shipping.
• Technical Backup: provide backup support for Lab Technician when needed.

Skills

Technical aptitude

Administrative experience

Customer relations

Organization

Multi-tasking

Education

Bachelor's degree in Business Administration or related field

Tools

Intuit QuickBooks Enterprise Solutions

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.