Administrative Assistant

Job Title: Administrative Assistant/Project Coordinator

Job Summary

We are seeking a highly organized, Administrative Assistant / Project Coordinator who thrives in a fast-paced environment and enjoys wearing multiple hats. In this role, you'll help keep our business running smoothly by supporting customers, coordinating projects, managing critical administrative functions, and ensuring seamless communication across teams. You'll play an important role in creating exceptional customer experiences while helping drive initiatives from concept to completion.

The ideal candidate is proactive, dependable, and comfortable managing competing priorities with professionalism and attention to detail. Strong communication skills, organizational excellence, and a passion for delivering outstanding support are essential for success in this role.

This role is much more than traditional administrative support. It is an opportunity to become a key contributor to a growing team, serving as the hub for customer communication, office operations, and project coordination.

About DATAMYTE

For more than 50 years, DATAMYTE has helped some of the world's most recognized manufacturers improve quality, increase productivity, and accelerate digital transformation. Trusted by industry leaders such as GM, Ford, Boeing, Tesla, and John Deere, DATAMYTE delivers innovative software, hardware, and connected factory solutions that help organizations make smarter decisions and build world-class products.

At DATAMYTE, you'll join a team passionate about innovation, customer success, and continuous improvement while helping shape the future of manufacturing.

Key Responsibilities

Project Management

• Manage software, hardware, and implementation projects for manufacturing customers, ensuring successful deployment and adoption of DATAMYTE solutions.
• Partner with customers and internal teams to define project requirements, milestones, and success metrics.
• Track project schedules, budgets, risks, and dependencies while providing regular updates to key stakeholders.
• Facilitate cross-functional collaboration between sales, product, engineering, and customer success teams.
• Ensure exceptional customer experiences by proactively addressing challenges and driving projects to successful completion.

Order Processing & Documentation

• Assist with processing customer orders, purchase orders, and related documentation.
• Review purchase orders for accuracy and ensure they align with quotes and company requirements.
• Assist with invoicing.
• Maintain accurate customer records and update information in company systems.
• Coordinate with internal teams regarding order processing, billing, and service-related documentation.

Customer Support

• Respond to customer inquiries via phone, email, and other communication channels in a timely and professional manner.
• Assist customers with order status, invoicing questions, account information, and general requests.
• Provide follow-up communication to ensure customer needs are addressed.
• Maintain positive customer relationships and help resolve issues or concerns.
• Communicate customer requests and updates to the appropriate internal departments.
• Ensure a professional and positive customer experience throughout all interactions.

Office Administration

• Perform general administrative duties, including data entry, filing, document preparation, and record maintenance.
• Manage incoming phone calls, emails, mail, and other office communications.
• Maintain organized digital and physical files.
• Assist with scheduling meetings, coordinating calendars, and preparing meeting materials.
• Order and maintain office supplies as needed.
• Maintain shared areas.
• Support general office organization and daily operational needs.
• Assist with planning corporate events and weekly lunches.

Team Support

• Provide administrative support to sales, accounting, customer service, and management teams as needed.
• Assist with preparing critical reports, tracking outstanding items, and following up on action items.
• Help improve office procedures and administrative workflows.
• Assist with job listings, scheduling interviews, and onboarding preparation.
• Perform additional duties and special projects as assigned.

Executive Administrative Support

• Provide administrative support to the CEO, including calendar management, meeting coordination, and appointment scheduling.
• Coordinate business travel arrangements, including flights, hotel accommodations, transportation, and itineraries as needed.
• Prepare, format, and proofread correspondence, reports, presentations, and other business documents.
• Assist with meeting preparation by organizing materials, preparing agendas, documenting meeting notes, and tracking follow-up action items.
• Manage confidential information and sensitive business matters with discretion and professionalism.
• Monitor and prioritize incoming communications, helping ensure important requests and deadlines receive appropriate attention.
• Coordinate internal and external communications on behalf of executives as needed.
• Assist with special projects, research, and other administrative tasks to support executive priorities.
• Maintain organized records, files, and documentation related to executive activities.
• Anticipate administrative needs, proactively address scheduling conflicts, and help ensure the CEO’s daily operations run efficiently.

Qualifications

• High school diploma or equivalent required; additional education or administrative experience preferred.
• Previous experience in customer service, office administration, or a similar role preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn company software, databases, and order management systems.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Professional demeanor with a positive, customer-focused attitude.
• Ability to work independently while contributing effectively to a team.

Preferred Skills

• Experience with purchase orders, order entry, invoicing, or accounts receivable support.
• Experience communicating with business-to-business (B2B) customers.
• Familiarity with SalesForce.
• Strong problem-solving skills and the ability to follow through on customer requests.

What We’re Looking For

We are looking for someone who takes initiative, enjoys helping people, and takes pride in keeping things organized and running smoothly. The successful candidate will be a reliable team player who can balance customer service responsibilities with administrative tasks while maintaining accuracy and professionalism.

Position Type:
Full Time

Work Location:
Onsite

Reports To:
Assistant Controller and CEO

Compensation:
$50,000 to $70,000