Back Office Administrator (Part-Time)
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Proper Sky - Managed IT Services
PA
Summary
The Back Office Administrator manages general office operations, including mail distribution, inventory tracking, and shipping and receiving. They also support finance and sales by processing quotes, managing purchase orders, and maintaining records in QuickBooks and ConnectWise.
Job Description
Role Summary
The Back Office Administrator at Proper Sky plays a key role in maintaining organization within the office that will drive efficiency across departments. This position supports key business operations, including maintaining the office environment, assisting with finance and sales requests, processing purchasing requests, the dispatch of Sales/Procurement boards, assisting in creating quotes and procurement, managing related utilities, managing stock and inventory, shipping and receiving, and setting up proper handoff to other teams. This position reports to the Director of Finance.
Primary Duties:
General Office Support:
- Receive, sort, and distribute incoming mail and packages.
- Coordinate outbound shipments and deliveries.
- Maintain a clean, organized, and professional office environment (light housekeeping).
- Serve as the first point of contact for incoming deliveries.
- Assist with drafting professional correspondence and letters.
Procurement & Inventory:
- Assist with quote preparation using customer and vendor guidelines within Connectwise.
- Provide additional information such as production/shipping lead times, product availability, and tracking information as necessary.
- Process approved quotes into sales orders; initiate purchasing approvals, purchasing, PO’s, tickets and projects.
- Assist with placing orders through vendors and distribution, meeting company goals for cost/price margin
- Receive, document, track, and label all incoming shipments; coordinate outbound shipping for client orders, as needed.
- Assist with ordering office supplies, equipment, and materials.
- Maintain and track inventory levels, flagging low stock as needed.
- Receive and verify incoming orders against purchase records.
Technician & Staff Support:
- Ensure field technicians are equipped with the supplies and materials they need.
- Coordinate with team members to anticipate and fulfill support needs.
- Assist with scheduling, logistics, and event planning as requested.
- Assist other departments with administrative or operational tasks as needed.
Administrative & Data Entry:
- Prepare and maintain basic spreadsheets and logs.
- Enter and update records in QuickBooks Online and ConnectWise.
- Assist with filing, document organization, and recordkeeping.
Qualifications
Education & Technical Experience:
- Proficient with general office applications
- Strong organizational, presentation, and customer service skills
- Ability to multitask and adapt to changes quickly
- Typing skills to ensure quick and accurate data entry
- Must be able to lift 15-35 pounds
- Ability to manage a wide variety of projects simultaneously while monitoring timelines
- Alignment with Proper Sky’s core values of Hardworking, Approachability, Curiosity, Kindness, and Driven.
Soft Skills:
- Strong problem-solving and analytical thinking skills.
- Excellent written and verbal communication abilities.
- Highly organized, detail-oriented, and documentation-focused.
- Self-starter with a passion for continuous learning and process improvement.
- Collaborative mindset with the ability to work across multiple teams and priorities.
Work Schedule:
- The Back Office Administrator role is a part-time role, with a standard 11am–3pm EST schedule.
- Occasional additional hours may be required based on business needs.
Work Location:
- This role is an in-office position based out of Proper Sky’s headquarters in Abington, PA.
