Remote Administrative Assistant

Key Responsibilities

• Manage calendars, schedule meetings, and coordinate virtual appointments for leadership and project teams.
• Prepare, edit, and organize documents, reports, and presentations.
• Maintain digital filing systems and ensure records are accurate and up to date.
• Aid in procurement tasks such as vendor communication, quote requests, and purchase order preparation.
• Serve as a primary point of contact for internal and external inquiries.
• Draft professional emails, memos, and correspondence on behalf of ASI Instruments.
• Support customer service by responding to inquiries, routing messages, and ensuring timely follow-up.
• Enter, update, and verify data in company databases, CRM systems, and inventory platforms.
• Generate routine reports and summaries for management review.
• Monitor project timelines and follow up on outstanding tasks.
• Assist with shipping documentation, order tracking, and coordination with logistics partners.
• Support inventory management tasks such as updating stock levels and preparing documentation for incoming/outgoing materials.
• Provide administrative support for engineering, sales, and operations teams as needed.
• Assist with research, vendor comparisons, and documentation for compliance or quality assurance.

Required Skills & Qualifications

• Proven experience as an administrative assistant, office coordinator, or similar role.
• Strong proficiency with Microsoft Office, cloud storage, and communication tools.
• Excellent written and verbal communication skills.
• High attention to detail and strong organizational abilities.
• Ability to work independently, manage multiple tasks, and meet deadlines.
• Comfortable handling confidential information with discretion.

Preferred Qualifications

• Experience in manufacturing, engineering, or instrumentation industries.
• Familiarity with CRM systems, ERP platforms, or inventory management tools.
• Ability to learn technical terminology related to ASI Instruments' products.

Work Environment

• Full-time remote position with flexible scheduling depending on business needs.
• Collaboration through email, video conferencing, and project management platforms.
• Occasional availability required for time-sensitive tasks or urgent communication.

Performance Indicators

• Timeliness and accuracy of administrative tasks.
• Quality of communication and customer interactions.
• Reliability in supporting team operations and meeting deadlines.
• Ability to anticipate needs and proactively solve problems.