Administrative Assistant - Tampa, FL - Pumps

Administrative Assistant - Pump DivisionAre you seeking a rewarding career with a respected company? Join Opifex Synergy Pump division where we offer career advancement and professional development in a collaborative, supportive environment. We value teamwork and foster a positive work culture.

We provide high-quality, customer-focused de-watering and fluid transfer solutions. With decades of expertise, our pump division delivers comprehensive solutions from design to on-site installation, system monitoring to dismantle and demobilization and manufactures over 50% of our products in-house.

The Administrative Assistant provides essential support to the sales and operations team by managing documentation, assisting customers, processing transactions, and ensuring smooth office operations. This role requires strong organizational skills, attention to detail, and effective communication with internal staff and customers.

Essential Functions

• Support office operations by creating rental contracts and equipment reservations.
• Assist sales team with invoice discrepancies and issue resolution.
• Communicate account status and updates with credit department.
• Complete daily contract audits to verify accuracy.
• Maintain open and closed customers, vendor, and billing files.
• Assist management with maintaining daily operational dispatch log.
• Support operations with outgoing and incoming transfers.
• Complete general office duties, such as answering phone, ordering office supplies, and emailing reports.

Required Education and Experience

• High School diploma required.
• Strong customer service, communication, and organizational skills.
• Detail-oriented, goal-driven, and able to manage multiple tasks.
• Proficient in Microsoft Office (Excel); comfortable with computer systems.
• Willing to go outside to assist with inventory and sales as needed.

Military service will be considered in lieu of education/certification experience as applicable.

Supervisory Responsibilities

• None

Work Environment

• Primarily based in a front desk or customer service office setting.
• Climate-controlled workspace equipped with standard office tools (computers, phones, CRM systems).
• Frequent interaction with customers, vendors, and internal staff both in person and through phone/email.
• Regular visits to the adjacent repair shop and outdoor equipment yard to coordinate with technicians or support customer needs.
• Occasional exposure to moderate noise, dust, grease, and heavy machinery during shop or yard visits.
• Outdoor yard visits may involve exposure to seasonal weather conditions such as heat, cold, rain, or wind.
• Uneven terrain and moving equipment in shop/yard areas require proper footwear and attention to safety.
• Must be comfortable transitioning between a professional office setting and a more physically active, industrial environment.
• Requires strong communication, multitasking, and coordination skills across departments.
• Adaptability and situational awareness are key in navigating between administrative and operational responsibilities.

Travel Required

• Some overnight travel may be required.

Physical Demands

• Requires a moderate level of physical activity and flexibility to support both office and operational tasks.
• Occasional bending, squatting, crouching, reaching, and lifting or carrying of items weighing up to 50 pounds.
• Tasks such as moving materials, tagging equipment, retrieving items from storage, or assisting in the yard/shop may require physical effort.
• Primarily based in an office environment, but includes regular movement between indoor and outdoor areas.
• Walking through the repair shop and equipment yard may involve uneven surfaces, exposure to varying weather conditions, and proximity to active machinery.
• May require extended periods of standing, walking, or sitting at a desk, depending on daily assignments.
• Manual dexterity and visual acuity necessary for using computers, phones, printers, and handling paperwork.
• Must maintain situational awareness in dynamic, multi-use work zones with vehicular and equipment traffic.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions, in accordance with applicable laws and regulations.

Other Duties

Please be aware that while this job description provides an overview of the main activities, duties, and responsibilities expected of the employee in this role, it may not encompass every task or requirement. Additionally, the nature of the position necessitates the potential for changes in duties, responsibilities, and activities, which may occur with or without prior notice. The employer reserves the right to modify and adapt these aspects as necessary to meet evolving business needs and organizational objectives.

Additional Eligibility Requirements

At Opifex-Synergy, we prioritize the safety and well-being of our employees. To ensure a secure work environment, we require all successful candidates to undergo a drug test and background check before their start date. This policy is in place to maintain the highest standards of safety and security for our team members.

Opifex-Synergy is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.