Administration Assistant - with Technical Aptitude

H.T. Prof Executive Search; Salem (NH); On-site; USD 45,000 - 65,000; Full time

Job summary

H. T. PROF Group in Salem, NH is seeking an Administration Assistant with technical aptitude to support the Business Operations team. You will coordinate accounts, processing orders, and manage shipments and returns, ensuring accuracy and timely delivery.

Ideal candidates have 3+ years in admin roles with electro-mechanical exposure, proficiency in ERP/financial software (QuickBooks Enterprise preferred), and strong organizational skills to handle multiple ongoing projects.

Qualifications

• 3+ years of administrative experience; electro-mechanical background or technical aptitude.
• Experience with ERP or financial software; QuickBooks Enterprise preferred.
• 3+ years of direct customer interaction in a professional service or sales-support role.
• Compliance with ISO, ITAR, DOC, DOS and company policies; ISO/ITAR environment advantageous.
• Strong organizational skills; ability to manage multiple projects and deadlines.

Responsibilities

• Act as key account coordinator: quotes, sales orders, POs, and AP collections.
• Oversee domestic shipping/receiving; pack, lift, and ensure timely deliveries.
• Manage RMA process; maintain returns log and report to Business Operations Manager.
• Control U.S. warehouse inventory; lead physical counts and year-end audits.
• Coordinate activities between manufacturing, service, sales, and shipping teams.
• Perform additional admin/operational duties as needed.
• Provide backup support for Lab Technician when required.

Skills

Administrative experience

Electro-mechanical

ERP systems

QuickBooks Enterprise

Customer relations

ISO ITAR compliance

Organization skills

Team collaboration

Education

Business administration degree or certification

Tools

ERP software

QuickBooks Enterprise Solutions

Office software

Job description

Administration Assistant - with Technical Aptitude

Location Salem, NH

Type Direct Hire

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.