Micro Paradox is seeking a detail-oriented and proactive Administrative Assistant to join our team! The ideal candidate will have strong organizational and multitasking skills, excellent communication abilities, and a positive attitude. This role involves a variety of administrative, operational, and customer service tasks to support our production, sales, and visitor management functions.
About Us
Micro Paradox is a tissue culture and micropropagation laboratory that provides clean nursery stock and young plants to commercial nurseries in the United States and abroad. Plants produced by Micro Paradox are disease-free, uniform, and true-to-type. We also provide related tissue culture services such as germplasm maintenance, virus eradication, embryo rescue, and other custom projects.
Key Responsibilities
Responsibilities of the position will include:
- Assist with maintaining sales data and following up on prospective or active sales using sales tracking database
- Create and send sales documents, such as sales orders, confirmation, and related documents
- Assist with customer sales inquiries via calls and emails, taking messages or directing inquiries when needed
- Assist with preparation of availability lists, internal order, production, and shipping reports, distributing to relevant stakeholders as needed
- Schedule outgoing freight and courier plant shipments using vendor specific shipping portals
- Prepare and print shipping documents such as packing lists, bills of lading, and labels, and deliver all shipping documents to the shipping team
- Prepare urgent or sensitive documents and parcels, dropping them off at shipping locations as needed
- Complete administrative supply order requisitions every two weeks and work with purchasing department to verify receipt of supplies, ensuring an adequate supply of administrative supplies is available
- Assist production and greenhouse teams with placing supply requisitions and orders with the purchasing department. Regularly review open orders, check in for status updates and update requestors as appropriate, and follow up about orders that haven’t been completely fulfilled to ensure fulfillment
- Follow up on general maintenance tickets using ticketing system, ensuring tickets are promptly addressed and regularly updated
- Perform routine data entry, data maintenance, and filing
- Welcome and assist visitors. If guests, check them in, provide refreshments, and notify applicable staff; for deliveries and pickups, coordinate with applicable staff, arrange forklift assistance, and be available to provide administrative support throughout the process
- Check that the lobby and front desk are kept clean, and that the conference and upstairs coffee area is clean and stocked with refreshments
- Related tasks as assigned
Key Requirements
- High school diploma or equivalent
- Possess a valid CA driver license
- Fluent in both written and spoken English
- Intermediate Excel and Google Sheets skills
- Experience using Google Workspace and Microsoft Suite
- Familiarity with databases (Access, Airtable, etc.)
- Strong problem solving skills
- Understand basic mathematical concepts including ratios and measurements
- Able to follow training and instructions
- Able to carry out routine work with minimal supervision
- Able to climb on ladders as needed
- Able to lift 30 lbs
Equal Opportunity Employer
Micro Paradox provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.