Administrative Assistant

TEEMA; Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Job summary

TEEMA in West Chicago, IL is seeking a Branch Administrative Assistant to provide administrative and operational support in a busy branch environment. This onsite, full-time role involves processing orders, coordinating shipments, and maintaining ERP data to support customers and internal teams.

You will handle accounts payable/receivable activities, assist with month-end inventory, and prepare reports for leadership. Strong Excel skills and ERP experience, especially NetSuite, are required.

Qualifications

• 3+ years of customer service experience.
• 3+ years of sales order processing experience.
• Strong Microsoft Office skills, particularly Excel.
• ERP experience; NetSuite preferred.
• Working knowledge of AP, AR, and collections.
• Familiarity with logistics and transportation processes.
• Strong communication, organization, and time-management skills.
• Preferred: Bachelor’s degree and project-management experience.

Responsibilities

• Process customer and sales orders, approvals, quotations, and pro forma invoices.
• Coordinate order fulfillment, shipments, project updates, and customer documentation.
• Support maintenance scheduling, contracts, customer communication, and reporting.
• Maintain accurate customer, equipment, and order information within the ERP system.
• Manage branch inventory, order parts, receive products, and support month-end physical inventory.
• Process warranty requests, rebates, commissions, sales splits, and internal transactions.
• Assist with accounts receivable, collections, and accounts payable activities.
• Prepare reports and operational data for branch and maintenance leadership.
• Maintain organized customer files and business records.
• Answer incoming calls and provide professional customer support.
• Coordinate office supplies, facility needs, and general office administration.
• Assist with onboarding new employees.

Skills

Customer service

Sales order processing

Excel

ERP systems

NetSuite

AP/AR/collections

Logistics knowledge

Communication

Education

Bachelor’s degree (preferred)

Tools

NetSuite ERP

Microsoft Excel

Job description

Location: West Chicago, IL – Onsite
Schedule: Full-Time | 8:00 AM–5:00 PM with Flex-Time
Pay: $24–$27/hour

About the Opportunity

We are seeking an organized and detail-oriented Branch Administrative Assistant to provide administrative and operational support within a busy branch environment.

This is a highly varied role for someone who enjoys keeping operations running smoothly, supporting customers and internal teams, coordinating orders and shipments, and working with ERP, inventory, accounts payable, and accounts receivable processes.

What You’ll Do

Process customer and sales orders, approvals, quotations, and pro forma invoices.

Coordinate order fulfillment, shipments, project updates, and customer documentation.

Support maintenance scheduling, contracts, customer communication, and reporting.

Maintain accurate customer, equipment, and order information within the ERP system.

Manage branch inventory, order parts, receive products, and support month-end physical inventory.

Process warranty requests, rebates, commissions, sales splits, and internal transactions.

Assist with accounts receivable, collections, and accounts payable activities.

Prepare reports and operational data for branch and maintenance leadership.

Maintain organized customer files and business records.

Answer incoming calls and provide professional customer support.

Coordinate office supplies, facility needs, and general office administration.

Assist with onboarding new employees.

What You Bring

3+ years of customer service experience.

3+ years of sales order processing experience.

Strong Microsoft Office skills, particularly Excel.

ERP experience; NetSuite preferred.

Working knowledge of AP, AR, and collections.

Familiarity with logistics and transportation processes.

Strong communication, organization, and time-management skills.

Ability to prioritize multiple projects and responsibilities.

Preferred: Bachelor’s degree and project-management experience.