Administrative Office Support Associate bei HJ Staffing

We’re seeking an experienced Administrative Office Support Associate to keep operations humming while delivering standout customer service and sales support. You’ll be the first friendly voice on the phone, the steady hand behind order processing, and a go-to partner for Account Executives and customers alike.

What You’ll Do

• Frontline Support: Answer and triage incoming calls; take/deliver messages with accuracy and urgency.

• Customer Service: Respond to inquiries, provide order status updates, resolve basic issues, and ensure a smooth, positive client experience end-to-end.

• Sales Support: Assist Account Executives with presentations, quotes, order tracking, delivery coordination, and post-sale follow-ups.

• Quoting & Sourcing: Source products (apparel/promotional items), prepare competitive quotes, and create customer profiles.

• Documentation & Processing: Prepare/process invoices and estimates; maintain databases, files, and email inboxes.

• Fulfillment: Package and ship customer/company materials; verify contents and shipping details.

• Systems & Tools: Use MS Excel and other applications/CRM databases for reporting, data entry, and workflow tracking.

• Continuous Improvement: Identify process gaps and propose practical solutions that improve speed, accuracy, and customer satisfaction.

Qualifications

• High school diploma or GED required.

• Proficient with Microsoft Office (especially Excel); comfortable learning CRM/databases.

• Strong attention to detail; organized and reliable.

• Creative problem-solver with a can-do attitude.

• Excellent written and verbal communicator; confident on the phone and over email.

• Proven ability to multitask and manage time in a self-paced environment.

• Outgoing, dynamic personality with a service mindset and teamwork approach.

Preferred

• Recent promotional products/apparel industry experience.

• Experience in a sales-driven environment (inside sales, customer success, or admin sales support).

• Familiarity with CRMs (e.g., HubSpot, Zoho) and quoting/ordering platforms.

Nice to Have (Customer Service & Sales)

• Experience in upselling/cross-selling complementary products.

• Comfort with KPIs (quote turnaround time, order accuracy, customer satisfaction).

• Presentation support skills (slide prep, product one-pagers, sample kits).