Office Administrator at Instinctive Metals, LLC – Novi, Michigan

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
Office, Sales, and Financial Support
Handle incoming calls, emails, scheduling, and documentation Support creating and maintaining documentation, in particular SOPs, job descriptions, policies, etc. Coordinate office vendors, supplies, and service providers Support onboarding and offboarding with paperwork and system access Assist sales with confirmations, customer communication, and order tracking Support accounts payable, accounts receivable, invoicing, and payment entry Assist with reconciliations, payroll preparation, and coordination with external accountants
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