Administrative Assistant

ROCS Grad Staffing; Manassas (VA); On-site; USD 34,000 - 46,000; Full time

Job summary

ROCS Grad Staffing is seeking an organized Administrative Assistant to provide administrative and operational support for a growing team in Manassas, VA. The role covers customer service, purchasing, inventory, and vendor coordination in a fast-paced environment.

The position requires strong communication, detail orientation, and the ability to work onsite Monday–Friday, 7:30 AM–4:00 PM, with Excel proficiency and ERP entry responsibilities.

Qualifications

• Experience in administrative support, customer service, or office operations is preferred but not required.
• Strong verbal and written communication skills for professional interactions with customers and vendors.
• Excellent organizational skills and attention to detail.

Responsibilities

• Provide administrative and customer support to assist with daily department operations.
• Respond to customer inquiries related to spare parts, service, installation support, and order status.
• Communicate with customers and vendors by phone and email to gather information, answer questions, and provide updates.
• Assist with identifying and ordering replacement parts and enter information into the ERP system.
• Prepare purchase orders and communicate with vendors regarding pricing, availability, and lead times.
• Follow up with vendors and customers to ensure orders are processed and delivered on schedule.
• Maintain accurate customer, vendor, purchasing, inventory, and order records.
• Update vendor pricing and product information within company systems.
• Research alternative suppliers and assist with vendor communications as needed.
• Assist with receiving deliveries and verifying orders.
• Prepare outgoing shipments and ensure parts are correctly packaged and labeled.
• Assist with inventory organization and maintaining accurate inventory records.
• Support general office administration and data entry.

Skills

Communication skills

Organization & detail

Multi-tasking

Microsoft Office

Tools

Microsoft Office

Excel

Job description

We are seeking an organized, detail-oriented Administrative Assistant to provide administrative and operational support for a growing team in Manassas. This is a great opportunity for someone who enjoys a variety of responsibilities and wants to gain experience across customer service, purchasing, vendor coordination, inventory, and general office operations.

Responsibilities

• Provide administrative and customer support to assist with daily department operations.
• Respond to customer inquiries related to spare parts, service, installation support, and order status.
• Communicate with customers and vendors by phone and email to gather information, answer questions, and provide updates.
• Assist with identifying and ordering replacement parts and accurately enter information into the company’s ERP system.
• Prepare purchase orders and communicate with vendors regarding pricing, availability, and lead times.
• Follow up with vendors and customers to ensure orders are processed and delivered on schedule.
• Maintain accurate customer, vendor, purchasing, inventory, and order records.
• Update vendor pricing and product information within company systems.
• Research alternative suppliers and assist with vendor communications as needed.
• Assist with receiving incoming deliveries and verifying that orders are complete and undamaged.
• Prepare outgoing shipments and ensure parts and materials are correctly packaged and labeled.
• Assist with inventory organization, tracking, and maintaining accurate inventory records.
• Support general office administration, data entry, filing, documentation, and other departmental projects.
• Move throughout the warehouse as needed to open boxes, pack and unpack parts, and assist with receiving and shipping activities.
• Provide additional administrative and operational support to other departments as needed.

Qualifications

• Previous experience in administrative support, customer service, office administration, purchasing, inventory, operations, or a related field is preferred but not required.
• Strong verbal and written communication skills with the ability to communicate professionally with customers and vendors.
• Strong organizational skills and attention to detail.
• Comfortable making phone calls, following up on requests, and gathering information from customers and vendors.
• Basic proficiency with Microsoft Office, particularly Excel.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Self-motivated, dependable, and eager to learn new products, systems, and processes.
• Ability to work independently while also collaborating effectively with a team.
• Professional, patient, and solutions-oriented approach to customer and vendor interactions.
• Comfortable working in a role that combines traditional office/administrative responsibilities with occasional hands-on tasks.
• Ability to move throughout a warehouse, open boxes, and pack or unpack parts and materials as needed.
• Ability to work fully onsite in Manassas, VA, Monday through Friday, 7:30 AM–4:00 PM.