Office Administrator

Position Description: Position Overview

Instinctive Metals is seeking a highly detail-oriented Office Administrator to support time sensitive quoting, sales order execution, and disciplined use of Salesforce CRM and JobBOSS ERP systems.

This role sits directly on the quote to order critical path. The Office Administrator ensures quotes are assembled quickly and accurately, accepted quotes are converted into sales orders without delay, and all data entered into Salesforce and JobBOSS is complete, correct, and reliable so production, purchasing, and billing can proceed without disruption.

This position is well suited for an accounting, finance, or business graduate with 1 to 3 years of experience who values structure, accuracy, systems, and long-term contribution in a stable environment.

Core Responsibilities

Quoting and Sales Order Execution, Primary Focus

Support rapid turnaround of customer quotes in coordination with estimators

Receive completed take offs and Bills of Material from estimators

Enter Bills of Material into ERP accurately and completely

Price materials using JobBOSS purchasing and quoting modules

Verify quantities, material costs, and pricing prior to quote completion

Assist estimators in finalizing and sending quotes to customers

Convert accepted quotes into sales orders immediately upon customer approval

Enter sales orders into JobBOSS ERP with complete and accurate data

Ensure quote and order data supports downstream production, purchasing, invoicing, and delivery

ERP and CRM Systems Discipline

Maintain accurate customer, quote, pricing, and order records in Salesforce CRM and JobBOSS ERP

Ensure required fields are complete, current, and consistent across systems

Identify and resolve data issues that could delay execution, billing, or customer communication

Generate routine reports related to quotes, orders, and conversion metrics

Support continuous improvement of quoting, order entry, and system workflows

Soft Skills

The ideal candidate:

Is highly detail oriented and precise

Performs well in time sensitive, structured workflows

Enjoys working in CRM and ERP systems, workflows, and following defined processes

Takes pride in clean, accurate data

Values teamwork and collaboration: dependable, steady, accepts help, and supports teammates

Communicates clearly and professionally

Influences others through reliability and follow through

This role is not a fit for someone who prefers ambiguity, dislikes detailed systems work, or is primarily motivated by authority or rapid advancement.

Preferred Background

Bachelors degree in accounting, finance, business, or related field preferred

In-lieu of degree, 3 to 5 years in an accounting role supporting sales efforts

Strong comfort with pricing, quantities, and transactional data

Ability to learn / comfort with JobBOSS ERP quoting, purchasing, and sales order workflows

Ability to learn / comfort with Salesforce CRM contact, account, and opportunity management

Proficiency with spreadsheets and basic reporting

High ethical standards and respect for confidentiality

Benefits

Company-sponsored Medical, Dental, and Vision Insurance (50% employer contribution)

Company-funded Life and Accident Insurance

401(k) retirement plan with company match

A company culture that values alignment between personal, professional and financial goals (PPF)

On-Site Wellness Programs