Administrative Assistant

Lynn Rodens; West Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Job summary

Lynn Rodens is seeking a Branch Administrative Assistant in West Chicago, IL to provide internal and external support in a busy branch. The role involves handling orders, coordinating shipments, and maintaining ERP and accounting processes while delivering strong customer service.

The position requires 3+ years in customer service and sales order processing, with solid Excel and ERP experience, preferably NetSuite.

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

Excel

AP/AR/collections

Logistics knowledge

Communication

Organization

Time management

Prioritization

Education

Bachelor's degree

Project management experience

Tools

NetSuite

Job description

Branch Administrative Assistant

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.