Administrative Assistant

We are looking for a dependable Administrative Assistant to support compliance communications, order coordination, and data tracking for a manufacturing organization in Centennial, Colorado.

This is a Contract position suited for someone who communicates professionally, stays organized across multiple tasks, and enjoys working closely with customers and internal team members.

The role includes outbound follow-up, occasional inbound support, spreadsheet management, and accurate recordkeeping involving confidential information.

Success in this position requires a collaborative attitude, strong attention to detail, and confidence using administrative tools in a fast-paced environment.

Responsibilities:

• Coordinate outbound reminders related to compliance activities and testing deadlines, ensuring customers receive timely follow-up on missing or late submissions.

• Place courteous follow-up calls to dental practices regarding outstanding spore testing records while keeping conversations focused on reminders rather than detailed results.

• Respond to incoming calls that involve questions about testing status, compliance-related processes, and general support needs.

• Review incoming requests for products and samples, then enter and process order details accurately using established tracking documents.

• Maintain Excel-based logs for sample requests, including practice information, requested items, and quantities, while keeping records current and organized.

• Use existing spreadsheets and distributor order workflows to support daily order entry and fulfillment coordination.

• Update compliance information within the company dashboard to reflect current records and follow-up activity.

• Handle sensitive customer and practice data with discretion, professionalism, and careful attention to accuracy.

• Support a team-oriented environment by communicating clearly, assisting where needed, and contributing to dependable administrative operations.

Qualifications:

• Prior experience in administrative support, customer service, order processing, or a similar office-based role.

• Strong verbal and written communication skills with the ability to speak professionally and confidently with customers.

• Proficiency with Microsoft Outlook, Excel, and Word, including comfort working within existing spreadsheets and tracking files.

• Ability to manage data entry tasks with accuracy and maintain organized records across multiple administrative processes.

• Comfortable making a high volume of outbound calls and handling occasional inbound inquiries in a friendly and composed manner.

• Strong attention to detail and the ability to work responsibly with confidential information.

• Collaborative, coachable, and easy to work with, with a positive approach to feedback and teamwork.

• Experience with HubSpot or compliance tracking systems is helpful but not required.

Compensation

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