About
This role exists for an Office Administrator to manage customer orders, process returns, prepare quotes, and provide excellent customer service for a growing lighting and building products company. Working with a collaborative team, you'll use established systems and workflows to ensure smooth daily operations across multiple business divisions.
This is dedicated, full-time work designed for meaningful impact, stability, and professional growth. You will own a core slice of operations from day one, with documented workflows, Claude tools built for the team, and direct support from the automation lead, so you can keep shipping visible work and grow your craft inside a business that is actively investing in its operators.
Responsibilities
Process, track, and confirm customer purchase orders across multiple manufacturers using Monday.com, ensuring accuracy, timely updates, and quick resolution of any issues or delays.
Manage Return Goods Authorization (RGA) requests, coordinate with manufacturers, and monitor returns through credit issuance and final resolution.
Prepare accurate customer quotes using manufacturer pricing, verify product details, and follow up promptly to ensure a smooth customer experience.
Respond professionally to customer inquiries regarding order statuses, product availability, lead times, and returns through email and occasional phone calls.
Maintain organized records, documents, spreadsheets, and calendars using Google Workspace while ensuring information is accurate and easily accessible.
Follow established Monday.com workflows, document standard operating procedures (SOPs), and identify opportunities to improve daily processes.
Take initiative in managing daily responsibilities, communicate updates proactively, flag potential issues early, and work independently with minimal supervision.
Qualifications
Proficient in using Claude AI daily for task management, productivity, and workflow support (must-have).
Hands-on experience with Monday.com, including boards, task statuses, and automations (must-have).
Strong proficiency in Google Workspace (Gmail, Drive, Sheets, Docs, Calendar, and Chat) (must-have).
Experience in order processing, returns (RMA/RGA), and preparing customer quotes (must-have).
Strong attention to detail, particularly with product SKUs, pricing, and order quantities (must-have).
Excellent organizational, communication, and customer service skills (must-have).
Comfortable working 8:00 AM–5:00 PM Central Time (Dallas, TX, USA), including a 1-hour lunch break (must-have).
Experience in distribution, wholesale, manufacturer representative agencies, or related industries (preferred).
Experience with GoHighLevel or Attio CRM (preferred).
Familiarity with lighting, electrical, door hardware, or building products (preferred).
Tools You'll Use
AI and workflow: Claude and Monday (must-have).
Productivity and collaboration: Google Workspace, including Gmail, Drive, Sheets, Docs, Calendar, and Chat (must-have).
CRM: GoHighLevel and Attio (nice-to-have)
Benefits
Competitive salary
Paid US holidays
Paid wellness days
Health and wellness allowance
Monthly profit sharing
Long-term placement with real growth
Continuous upskilling in AI and order operations, quoting, and workflow design
Dedicated success coaching and support