Description:
We are seeking a reliable and experienced Office Support Specialist. The Office Support Specialist plays a key role in ensuring smooth day-to-day operations by performing a blend of front desk and administrative tasks. This position requires excellent communication skills, organizational ability, and a proactive approach to supporting internal teams and external clients. This will be based in our new Shrewsbury facility expected to open in October 2025 and is a full-time role, Monday–Friday.
Responsibilities:
Administrative Support
- Answer and forward incoming phone calls professionally and promptly.
- Greet and sign in visitors, clients, and guests while maintaining a welcoming reception area.
- Address customer inquiries and provide information or assistance as needed.
- Monitor and maintain office supplies and paper products.
- Maintain office equipment including printers, copiers, and the postage machine.
- Monitor the info@ email inbox and respond or route messages appropriately.
- Distribute incoming postal mail daily.
- Perform literature fulfillment and distribution tasks.
- Assist with miscellaneous administrative projects as needed.
Sales Support
- Fulfill leads from trade shows, web inquiries, and sales referrals.
- Assist the sales team in preparing and closing quotes and opportunities in the CRM system.
- Import and process incoming leads and opportunities into the CRM system.
- Enter sales support requests into the JIRA database.
- Generate ERP-based sales reports as required.
- Monitor and replenish catalogs and marketing collateral.
Tradeshow Coordination
- Pull, prepare, and pack tradeshow materials and literature for each event.
- Create and maintain inventory lists with images for each tradeshow kit.
- Unpack, organize, and restock literature and equipment post-event.
- Import and process tradeshow leads in CRM and create email lead reports for post-show marketing follow-up.
Requirements:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- 2+ years of experience in an administrative, front desk, or office support role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with CRM and ERP systems (preferred: Dynamics 365 Sales and Infor).
- Strong verbal and written communication skills.
- Highly organized with excellent attention to detail.
- Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.