Administrative Assistant

TEEMA; West Chicago (IL); On-site; USD 68,880,000 - 77,366,000; Full time

Job summary

TEEMA is seeking a Branch Administrative Assistant in West Chicago, IL, onsite, with a 8:00 AM–5:00 PM schedule and flex-time. The role focuses on administrative and operational support within a busy branch, including order processing, ERP data management, and coordination of shipments and documentation.

Candidates should have 3+ years in customer service and sales order processing, strong Excel skills, and familiarity with AP/AR and logistics.

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.
• Ability to prioritize multiple projects and responsibilities.
• 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

Communication

Organization

Time management

Prioritization

Education

Bachelor’s degree

Tools

Excel

NetSuite

ERP

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.