Technical Administration Assistant

Sterling St James Inc.; Salem (NH); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

None

Job summary

Sterling St James Inc. in Salem/Nashua NH seeks an Administration Assistant with technical aptitude to back up the operations manager and support the lab technician as needed. The role involves order processing, inventory control, and cross-department coordination in a small team.

Ideal candidates have 3+ years in administration with a technical mindset, proficiency in ERP/QuickBooks, and strong organizational skills to handle multiple ongoing tasks.

Qualifications

• Minimum 3 years in administration with electro-mechanical background or technical aptitude.
• Experience with ERP or financial software; QuickBooks Enterprise preferred.
• Solid computer skills and ability to manage multiple tasks.

Responsibilities

• Generate quotes, process orders, manage POs and AP collections.
• Oversee domestic shipping/receiving; pack and handle boxes for timely delivery.
• Manage RMA process and returns, maintain daily log and reports.
• Oversee U.S. warehouse inventory; lead counts and audits.
• Coordinate between manufacturing, service, sales and shipping.
• Provide backup support for Lab Technician as needed.
• Perform other admin/operational duties as assigned.

Skills

Administrative experience

Electro-mechanical background

Technical aptitude

Customer relations

Task coordination

Independent work

Education

Business administration degree or certification

Tools

ERP software

Intuit QuickBooks Enterprise

Office software

Job description

POSITION: Administration Assistant (with Technical Aptitude)

LOCATION: Salem / Nashua, NH

Company in southern New Hampshire is recruiting an Administration Assistant who has some basic electro-mechanical technical skills (MUST HAVE technical aptitude. Either must have experience with soldering, reading schematics, testing OR be willing to learn)

Small company is looking for a unique individual who will back up the operations manager. They will eventually back up bench tech with some basic electro-mechanical tasks for about 10 hours a month.

(with the company doing ITAR work, the individual they hire MUST be a U.S. citizen)

Responsibilities

• Account & Order Management: Act as a key account coordinator by generating quotes, processing sales orders, handling Purchase Orders (POs), and managing accounts payable collections.
• Logistics & Shipping: Oversee all domestic shipping and receiving activities (excluding complex export compliance managed by senior management). Pack, lift, and handle boxes to ensure timely delivery to customers and suppliers.
• RMA & Returns: Manage the Return Merchandise Authorization (RMA) process. Coordinate returns following established protocols, maintain the daily returns log, and provide timely reports to the Business Operations Manager.
• Inventory Control: Manage the U.S. warehouse inventory. Lead physical counts and year-end audits to ensure precise stock accuracy for both commercial orders and repair spare parts.
• Cross-Company Coordination: Serve as a primary point of contact and coordinate activities between manufacturing, service, sales, and shipping departments.
• Additional tasks: Perform other administrative or operational duties as assigned to support business needs.
• Technical Backup: Maintain competency on a regular basis to provide effective backup support for the Lab Technician.

Requirements

• Technical & Administrative Balance: At least 3 years of administrative experience combined with an electro-mechanical background or a strong aptitude for technical environments.
• Software & Systems: Proficiency with computers and standard office software. Experience with ERP or financial software is required; Intuit QuickBooks Enterprise Solutions is strongly preferred.
• Customer Relations: At least 3 years of direct experience interacting with customers in a professional service or sales support capacity.
• Compliance: Comply with ISO, ITAR, DOC, DOS, and company policies. Prior experience working in ISO and ITAR-regulated environments is highly advantageous.
• Organization: Strong organizational skills and ability to monitor work, manage tasks, and meet deadlines across multiple ongoing projects.
• Team Dynamics: Proven ability to work independently while seamlessly collaborating as part of a small, tight-knit team with a focus on mutual backup.
• Education: A relevant degree or certification in business administration or a related field is preferred.