We are seeking a dedicated, organized, and self-motivated Office Administrator to join our team at Sunex, a global leader in imaging optics. This position plays an integral role in supporting accounting, order execution, and client communication. The ideal candidate excels at multi-tasking both independently and as part of a team, and bridges technical client communication with precise backend administration.
Key Responsibilities:
Order Processing & Sales Support
• Order Entry & Execution: Process daily routine POs, issue order acknowledgments, and manage orders (NRE, downpayments, specialized parts) with low initial order-entry experience required. Checking POs for correct Terms and Conditions and verifying pricing and delivery terms before submitting to accounting for processing
• ERP and CRM: Manage shared processing inboxes, process schedule changes (push-outs/pull-ins), handle PO revisions, and review SOs entered by sales teams.
• Respond to customer emails, calls, and follow-ups in a timely manner
• Manage online orders and order fulfillment
• Management of house sales accounts
• Coordination of Distributor ordering and shipping schedules and weekly sync meetings
Accounting & Administrative Support
• Organize and file financial documents (receipts, invoice, statements)
• Process invoices, Downpayment request, Proforma invoicing, and customer deposits application.
• Remote check deposit
• New customer credit application setup
• RMA management and status communication
• Manage bi-monthly Leave of Absence forms and payroll timesheets for Manager payroll processing
• Process and review employee expense reports
• Assist with general accounting and administrative projects
General Office Operations
• Office & Travel Management: Coordinate office supply ordering, organize company events, review Travel bookings, and handle professional phone etiquette.
• Support sales teams with tradeshow supply shipments, marketing material orders and event reminders.
Qualifications & Requirements
• Experience: Minimum 2+ years of prior administrative, customer service or accounting/AR experience.
• Order Processing: Basic to light experience in order entry—strong willingness to learn technical PO processing on the job.
• Communication: Exceptional written and verbal communication skills with strong customer service orientation (ability to communicate effectively with engineering/technical teams).
• Time Management: ability to prioritize tasks, multitask, and manage time effectively.
• Technical Proficiency: Proficient in Microsoft Office 365, CRM Tools, ERP and AI technology.
• Attributes: High attention to detail, strong organizational skills, and self-motivated
• Pluses: Experience in Technical/Engineering environments, or HR/Payroll administration, and direct customer service, NetSuite experience is a strong plus.
Compensation & Benefits
• Dental Insurance
• Health Insurance
• Vision Insurance
• 401(k) & Profit Sharing
• Paid Vacation & Paid Sick Leave
• Paid Holidays
