Administrative Assistant / Inside Sales

Instrument Calibration Solutions, LLC; Aliquippa (Beaver County); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Health benefits

Paid vacation

401k retirement plan

Job summary

Instrument Calibration Solutions, LLC is seeking an Administrative Assistant / Inside Sales to keep calibration operations organized and running smoothly. You will manage calendars, prepare quotes, and support the sales team with paperwork and communication.

The role emphasizes accuracy, adaptability, and clear communication, with opportunities to grow alongside the company’s expanding services in the calibration industry. This is a hands-on, detail-oriented position requiring teamwork.

Qualifications

• Proven experience in administrative, office support, or customer service roles.
• Excellent written and verbal communication.
• Strong interpersonal skills with ability to build rapport with customers and colleagues.
• Proficiency in Google, MS Office Suite and CRM software tailored to the calibration industry.
• Bachelor's degree in science, business administration, or a related field is a plus.

Responsibilities

• Manage calendars, meetings, and travel for technicians and sales reps.
• Prepare certificates, reports, and calibration documentation.
• Organize filing systems for calibration records.
• Handle inquiries related to calibration services via email, phone, or chat.
• Provide administrative assistance during meetings and documentation.
• Prepare customer quotes, quotes, proposals, and purchase orders.
• Maintain CRM records and process orders.

Skills

Administrative support

Customer service

Organization

Communication skills

Team collaboration

Education

Bachelor's degree (preferred)

Tools

CRM software

Google Workspace

MS Office

Excel

Job description

Description

Administrative Assistant / Inside Sales

Instrument Calibration Solutions, LLC.

www.instrumentcs.com

Position Overview: The Administrative Assistant / Inside Sales is primarily an office administration role that keeps our calibration operations organized and running smoothly. Day to day, this person manages schedules, paperwork, certificates, and records, and supports the sales team by preparing customer quotes, proposals, and purchase orders. This is not a commission-based or quota-driven sales role; the sales side of the job is focused on quote preparation and customer follow-up. This position offers a unique opportunity for growth and development, evolving alongside our organizational advancements and needs. We seek an organized, detail-oriented individual with excellent communication skills and the ability to adapt to changing requirements.

Responsibilities:

1. Administrative Support:

• Manage calendars, schedule meetings, and coordinate travel arrangements for technicians and sales representatives, adapting to changing schedules and requirements.
• Prepare and distribute certificates, reports, and documentation in alignment with evolving industry standards and customer expectations.
• Organize electronic and physical filing systems for calibration records, remaining adaptable to potential shifts in regulatory or quality requirements.
• Handle correspondence related to calibration services, including email inquiries and shipping logistics.
• Provide administrative assistance during meetings, remaining flexible to evolving meeting formats and documentation requirements.

2. Sales & Quote Support:

• Prepare customer quotes, sales proposals, contracts, and purchase orders, researching equipment and pricing as needed.
• Responsively address inbound inquiries via phone, email, or online chat, offering information about calibration services and solutions.
• Provide follow-up as needed in reference to orders, quotes, customer experience.
• Support the sales team by scheduling customer appointments and following up on leads as directed.
• Provide technical information about calibration processes, equipment, and standards to customers, adapting to evolving industry advancements.
• Maintain accurate records of customer interactions using CRM software tailored to the calibration industry.
• Process incoming orders and keep quote and order records up to date.

Qualifications:

1. Proven experience in administrative, office support, or customer service roles.
2. Excellent communication skills, both written and verbal, with the ability to convey technical information clearly and professionally in evolving contexts.
3. Strong interpersonal skills with the ability to build rapport with customers and colleagues.
4. Proficiency in Google, MS Office Suite (Word, Excel, PowerPoint) and CRM software tailored to the calibration industry, with a willingness to learn and adapt to evolving technologies.
5. Highly organized with the ability to prioritize tasks and meet deadlines within the context of service delivery.
6. Attention to detail and accuracy in data entry and record-keeping, particularly regarding calibration documentation and quality standards.
7. Ability to work independently as well as part of a team, demonstrating adaptability and initiative in a dynamic environment.
8. Experience preparing quotes, processing orders, or supporting a sales team is a plus.
9. Bachelor's degree in science, business administration, or a related field is a plus, particularly with coursework or experience relevant to processes and standards.

Compensation & Benefits

• Pay: $20–$25 per hour
• Health benefits: Medical, dental, vision, and other supplemental benefits
• Paid vacation and holidays
• 401k Saving Retirement Plan

About Us

ICS, LLC. Provides complete metrology solutions for calibration and repair of electrical, mechanical, optical, and process control instruments to meet stringent documentation and quality requirements. Our calibration services meet the applicable requirements of ANSI/NCSL Z540-1 and ISO/IEC 17025, using standards with accuracies traceable to NIST or compared to nationally or internationally recognized consensus standards. ICS Inc. was founded in 2004 by seasoned Marine Corps Metrologists. ics LLC. prides itself on quality workmanship and customer satisfaction. Our background in the United States Marine Corps calibration program gave us a high-level of knowledge in electrical and mechanical metrology.

www.instrumentcs.com

Our staff of highly qualified calibration technicians are all military trained and take great pride in their work. We do it right the first time, every time, and in the process, we make sure customer needs are met and expectations are exceeded. At IC, LLC., we develop a relationship and partnership with our customers, and take the time to listen to our customers and understand each industry. IC, LLC. partnered with Brechbuhler Scales, Inc. in 2020 to optimize service opportunities even further.

Instrument Calibration Solutions is proud to be an equal opportunity workplace and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, national origin, religion, age, disability, marital status, veteran status, genetic information or any other status protected by federal, state or local law.