Office Administrator

$41,600 - $46,000/Yr

Aicp - Charlotte, NC

Full-time - Entry Level

Charlotte, NC

About the position

The Office Administrator at AICP Corp. is a full-time role focused on providing exceptional customer service, managing orders, and supporting financial tasks within a collaborative office environment. This position requires a detail-oriented individual who can juggle multiple responsibilities while ensuring smooth operations and high customer satisfaction. The role involves direct communication with customers and vendors, as well as administrative support to internal teams.

Responsibilities

• Respond to customer and vendor inquiries via email and occasional phone calls.
• Provide updates on orders, rebates, and tracking information.
• Address and resolve issues, ensuring customers are informed and satisfied.
• Create and manage purchase orders and sales orders.
• Coordinate with vendors to ensure timely order fulfillment.
• Track and update order statuses.
• Enter vendor bills and process payments in QuickBooks.
• Handle credit card payments and apply checks/ACH payments accurately.
• Process rebates and reimbursements.
• Manage sample requests from customers and internal teams, including follow-up.
• Oversee equipment programs and coordinate with internal and external teams.
• Update pricing lists and databases.
• Prepare UPS shipments and handle logistics for outgoing orders.
• Scan and file important documents and payments.
• Assist with miscellaneous tasks such as updating distributor communications and tracking product issues.

Requirements

• High school diploma required; Associate degree or higher preferred.
• Strong customer service experience (minimum 2 years) with a proven ability to resolve issues effectively.
• Proficiency in accounting software, especially QuickBooks or similar ERP systems.
• Competence in Microsoft Office is a must (Excel, Word, etc.).
• Organized and detail-oriented with excellent time management skills.
• Outstanding written and verbal communication skills.
• Ability to work independently, adapt to new tasks, and solve problems efficiently.
• Experience in managing multiple responsibilities in a fast-paced environment.

Nice-to-haves

• AICP Certification
• 1 year of administrative experience preferred.

Benefits

• Health insurance
• 401(k)
• Paid time off