Administrative Lead / Sales &… at K.M. Facility… · Glendale

Job Summary

Universal Tower Parts is seeking a dependable, highly organized, and motivated Administrative Lead / Sales & Operations Support professional to join our team.

The ideal candidate is a proactive problem-solver who takes ownership of their responsibilities, demonstrates strong attention to detail, and thrives in a fast-paced environment.

This position supports daily office operations, sales administration, invoicing, customer service, inventory coordination, and communication between departments.

We are looking for someone who can work independently, manage competing priorities, maintain accurate records, and consistently follow through on assignments.

Key Responsibilities

Administrative & Office Support

• Coordinate daily office operations and administrative activities.
• Maintain organized and accurate customer, vendor, and company records.
• Prepare correspondence, reports, spreadsheets, and business documents.
• Manage incoming calls, emails, and customer inquiries professionally.
• Track assignments, deadlines, and outstanding requests to ensure completion.
• Support management with operational improvements and administrative procedures.

Accounting & QuickBooks

• Prepare and process customer invoices, purchase orders, and sales documentation.
• Assist with accounts receivable, accounts payable, and payment processing.
• Monitor outstanding balances, customer credits, and payment discrepancies.
• Follow up with customers regarding invoices and account inquiries.
• Maintain accurate financial records and customer information in QuickBooks.
• Verify pricing, quantities, and supporting documentation for accuracy.
• Assist with reporting and reconciliation as needed.

Sales & Customer Service

• Provide administrative support to the sales team.
• Assist with customer quotes, sales orders, invoicing, and order processing.
• Communicate with customers regarding order status, product availability, shipping, and billing.
• Maintain positive customer relationships through professional and timely communication.
• Follow up on outstanding requests and escalate unresolved concerns when necessary.

Inventory & Warehouse Coordination

• Coordinate with warehouse personnel regarding customer orders and shipments.
• Assist with maintaining accurate inventory records.
• Review order details and shipping documentation for discrepancies.
• Communicate inventory shortages, shipping delays, and fulfillment concerns promptly.
• Ensure documents are properly completed and filed.

Leadership & Accountability

• Take ownership of assigned responsibilities and follow through until completion.
• Communicate operational concerns and discrepancies to management promptly.
• Maintain clear written documentation of important conversations and decisions.
• Identify opportunities to improve administrative processes and efficiency.
• Support team members and help coordinate administrative priorities.
• Demonstrate professionalism, initiative, and effective problem-solving skills.

Qualifications

Required:

• Previous administrative, office coordination, or accounting support experience.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Experience with QuickBooks or similar accounting software.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong customer service and problem-solving skills.
• Ability to work independently and meet deadlines.
• Professionalism, dependability, and a strong sense of accountability.

Preferred:

• Experience in an Administrative Lead or Office Coordinator position.
• Knowledge of accounts receivable and accounts payable.
• Experience with inventory management and order processing.
• Previous experience supporting sales or warehouse operations.
• Leadership or team coordination experience.
• Bilingual English/Spanish is a plus.

What We Are Looking For

At Universal Tower Parts, we value employees who take pride in their work and demonstrate:

• Accountability: Taking responsibility for assignments and following through.
• Initiative: Identifying what needs attention and acting.
• Communication: Keeping team members and management informed.
• Accuracy: Maintaining attention to detail in financial and operational tasks.
• Teamwork: Supporting others and contributing to a positive work environment.
• Professional Growth: Being open to feedback, learning, and additional responsibilities.

Why Join Universal Tower Parts?

We are a growing company seeking a motivated professional who wants to make a meaningful contribution to our daily operations.

This position offers the opportunity to work closely with management, develop professionally, take on additional responsibilities, and play an important role in supporting the continued growth of our business.

If you are organized, dependable, detail-oriented, and enjoy taking initiative, we encourage you to apply.

Pay: $60,000.00 - $83,200.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Proficiency in Microsoft Excel, Word, and Outlook.
• Professionalism, dependability, and a strong sense of accountability

Experience:

• administrative, office coordination, or accounting support : 10 years (Required)
• Strong organizational and multitasking abilities: 10 years (Required)
• with QuickBooks or similar accounting software: 10 years (Required)

Work Location: In person