Administrative Assistant - Stuart, FL - Pumps

About the role

Are you seeking a rewarding career with a respected company? Join Opifex-Synergy Pump Division where we offer career advancement and professional development in a collaborative, supportive environment. We value teamwork and foster a positive work culture. We provide high-quality, customer-focused de-watering and fluid transfer solutions. With decades of expertise, our pump division delivers comprehensive solutions from design to on-site installation, system monitoring to dismantle and demobilization, and manufactures over 50% of our products in-house. The Administrative Assistant provides essential support to the sales and operations team by managing documentation, assisting customers, processing transactions, and ensuring smooth office operations. This role requires strong organizational skills, attention to detail, and effective communication with internal staff and customers.

Responsibilities

• Support office operations by creating rental contracts and equipment reservations.
• Assist the sales team with invoice discrepancies and issue resolution.
• Communicate account status and updates with the credit department.
• Complete daily contract audits to verify accuracy.
• Maintain open and closed customer, vendor, and billing files.
• Assist management with maintaining daily operational dispatch logs.
• Support operations with outgoing and incoming equipment transfers.
• Perform general office duties such as answering phones, ordering office supplies, and emailing reports.

Please be aware that while this job description outlines the primary activities and responsibilities of the role, it may not include every task or requirement. Duties and responsibilities may change with or without notice to meet evolving business needs.

Requirements

• High School diploma required.
• Strong customer service, communication, and organizational skills.
• Detail-oriented, goal-driven, and able to manage multiple tasks.
• Proficiency in Microsoft Office, including Excel, and comfort using computer systems.
• Willingness to go outside to assist with inventory and sales activities as needed.
• Military service will be considered in lieu of education/certification experience as applicable.
• Strong communication, multitasking, and coordination skills required.
• Adaptability and situational awareness are key in balancing administrative and operational responsibilities.

Work Environment

Primarily based in a front desk or customer service office setting. Climate-controlled workspace equipped with standard office tools including computers, phones, and CRM systems. Frequent interaction with customers, vendors, and internal staff in person and via phone/email. Regular visits to the repair shop and outdoor equipment yard to coordinate with technicians or support customer needs. Occasional exposure to moderate noise, dust, grease, and heavy machinery. Outdoor yard visits may involve exposure to heat, cold, rain, or wind. Uneven terrain and moving equipment require proper footwear and attention to safety. Must be comfortable transitioning between office and industrial environments.

Travel Required

Some overnight may be required.

Physical Demands

• Requires a moderate level of physical activity and flexibility.
• Occasional bending, squatting, crouching, reaching, and lifting or carrying items up to 50 pounds.
• May include moving materials, tagging equipment, retrieving items, or assisting in the yard or shop.
• Primarily office-based with regular movement between indoor and outdoor areas.
• Walking through the repair shop and equipment yard may involve uneven surfaces and active machinery.
• May require extended periods of sitting, standing, or walking.
• Manual dexterity and visual acuity required for computers, phones, printers, and paperwork.
• Must maintain situational awareness in multi-use work zones with vehicular and equipment traffic.

Benefits

• Medical, Dental & Vision Insurance
• Health Savings Account (HSA) with company contributions
• 401(k) & Roth retirement plans with company matching
• Generous paid time off and company-paid holidays
• Company-Paid Wellness, Employee Assistance, and Discount Programs
• Boot/PPE Annual Allowance
• Career Development & Company-Paid Training
• Tool Reimbursement, Safety Bonuses, Profit Sharing, and/or Commission Earning opportunities

Additional Eligibility Requirements

All successful candidates must undergo a drug test and background check before their start date.