Office Manager & Inside Sales Coordinator

ElectraMet; Lexington (KY); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Retirement plan

Job summary

ElectraMet in Lexington, Kentucky seeks an experienced Office Manager & Inside Sales Coordinator to act as the organizational backbone, handling office operations, vendor relations, and inside sales support. You will bridge finance, admin, and sales workflows with documented processes.

Key duties include contract and proposal management, ERP-based expense tracking, timesheet compliance, and ensuring branding consistency across client communications.

Qualifications

• 3+ years of experience in office administration or data-entry roles.
• Experience navigating an ERP system; NetSuite is highly preferred.
• Experience maintaining sales documents (proposals and contracts).
• High proficiency with Microsoft Office Suite and team communication tools.

Responsibilities

• Office management & vendor relations; serve as main contact.
• Assist with new hire setup and event planning.
• Prepare client proposals and ensure branding consistency.
• Manage contract flow between customers, sales, legal, and leadership.
• Track proposal statuses and ensure timely signatures.

Skills

Office administration

Data entry

MS Office

Attention to detail

Tools

NetSuite ERP

CRM systems

Microsoft Office Suite

Job description

The very technologies that are creating a more sustainable future for us - electric vehicles, semiconductors, and solar panels - are built on a foundation of metals extracted from the earth at great financial and environmental cost. At ElectraMet® our mission is to build a circular economy that reduces our dependence on extracting these metals from the ground. We do this by delivering a novel electrochemical technology that separates and recovers dissolved metals from process and wastewater streams.

We are looking for an Office Manager & Inside Sales Coordinator who will serve as the organizational backbone of our daily office environment, see to administrative needs, routine financial tracking, and provide inside sales support. Reporting directly to our Controller, this position will bridge internal team operational efficiencies with reliable, structured processes and documentation. This position will be located at our Headquarters in Lexington, Kentucky.

Core Responsibilities:

Office Management & Support

• Serve as the main point of contact for office vendors, building management, and visitors.
• Monitor, order, and organize office supplies and kitchen inventory.
• Coordinate facility maintenance and repairs.
• Assist with new hire setup, including assigning workspaces, keys, and basic equipment.
• Provide occasional, light support for planning and setting up periodic company events or holiday gatherings.
• Prepare, format, and distribute client proposals ensuring consistency with company branding and standard terms.
• Manage end-to-end contract document flow between customers, internal sales teams, legal, and leadership for approvals.
• Track proposal submission statuses and follow up on pending signatures or outstanding deliverables.
• Maintain organized version control for all active and archived contracts in shared drives and CRM systems.
• Coordinate contract execution workflows, including e-signature processes and final record retention.

Financial & Compliance Support

• Perform three-way matching by reconciling vendor invoices with item receipts and purchase orders within our ERP system.
• Investigate and resolve any pricing or quantity discrepancies with vendors or internal teams.
• Track, audit, and send weekly reminders to employees regarding expense report submissions.
• Monitor and enforce timely submissions of weekly employee timesheets.

Administrative Assistance

• Manage company schedules, coordinate internal meetings, and arrange travel plans as needed.
• Answer, screen, and route incoming phone calls and general inbox emails.
• Maintain accurate electronic filing systems and physical records.
• Draft, format, and proofread internal memos, letters, and business documents.

Qualifications:

• 3+ years of experience in office administration, administrative support, or data-entry role.
• Experience navigating an ERP system; NetSuite is highly preferred.
• Experience maintaining sales documents (proposals and contracts).
• High proficiency with Microsoft Office Suite and team communication tools.
• Exceptional accuracy when checking numbers, codes, and matching files.
• Able to hold staff accountable for missing paperwork.
• Competitive salary based on experience
• Health, Dental, and Vision Insurance
• Life Insurance: 100% employer-paid base policy with voluntary employee-paid buy-up options
• Short-Term Disability: Voluntary, employee-paid option available
• Paid time off (PTO) and paid holidays
• Retirement plan options