The Doughnut Peddler

Administrative Assistant

Tempe, AZ

full time

$35,360-$43,680

On-site

Mining

About This Job

Cutters Fabrication Services is seeking a highly organized and detail-oriented individual to join our team as a Receptionist/Administrative Assistant. This multifaceted role is essential to ensuring the smooth daily operation of our office and production processes. The ideal candidate will have prior experience in a manufacturing setting and be familiar with billing and invoicing procedures, in addition to possessing strong administrative and communication skills.

Responsibilities and Essential Duties

Administrative and Front Desk Support

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Serve as the first point of contact for visitors, clients, and vendors—answer incoming calls, greet walk-ins, and route inquiries appropriately.

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Maintain an organized and professional front office environment.

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Manage and follow up regularly on customer requests and inquiries, ensuring timely communication and resolution.

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Respond promptly to emails, providing information on company capabilities, lead times, and production timelines.

Project Coordination and Customer Interaction

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Receive customer drawings and digital files via email and organize them systematically into server-based job folders by customer name.

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Gather detailed project information from callers or walk-in customers, including part specifications, materials, quantities, and required turnaround times.

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Create and print Job Traveler documents, ensuring they include all relevant drawings and notes for the shop floor.

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Turn quotes into job orders, assigning unique job numbers and updating tracking systems accordingly.

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Communicate basic fabrication capabilities (e.g., laser cutting, bending, materials used) to customers confidently.

Manufacturing Environment Support

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Interface with shop floor personnel to deliver printed production notes and part information.

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Turn job orders into production tickets, ensuring accuracy in details such as part numbers, material types, and customer specifications.

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Follow up on project completion, delivery timelines, and client satisfaction.

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Maintain awareness of current projects and assist with job scheduling and coordination to ensure on-time production.

Billing, Invoicing, and Payment Processing

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Generate and process invoices based on completed orders, materials used, and labor hours.

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Collaborate with the accounting department to ensure accurate billing data entry and payment tracking.

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Maintain detailed records of customer payments, balances due, and issue receipts for in-person and online transactions.

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Manage credit card transactions and reconcile payment records as needed.

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Assist in resolving billing discrepancies or customer payment inquiries in a timely and professional manner.

Customer Relationship Management & Marketing Support

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Interact with repeat customers to streamline future orders and maintain strong professional relationships.

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Check in with customers post-delivery to ensure satisfaction and request feedback or project photos for marketing use.

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Occasionally assist with posting project updates and company news on the website or social media platforms.

Shipping & Warranty Coordination

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Coordinate with internal teams to manage outgoing shipments, including tracking and handling logistics for replacement parts.

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Assist in managing warranty-related concerns, including documentation, customer communication, and resolution tracking.

Requirements

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Previous experience in a receptionist or administrative assistant role; manufacturing environment preferred.

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Experience with billing, invoicing, or basic accounting functions highly desirable.

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Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); QuickBooks or similar software a plus.

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Excellent verbal and written communication skills.

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Strong organizational and time-management abilities with great attention to detail.

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Comfortable multitasking and prioritizing responsibilities in a fast-paced environment.

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Professional demeanor and ability to maintain confidentiality.

Pay will be based on experience and will be discussed further during the interview

If you are looking to grow within a dynamic, team-oriented company and bring your administrative, billing, and manufacturing knowledge to a role with variety and responsibility, we encourage you to apply. We offer competitive pay, opportunities for professional development, and a supportive workplace culture.