Administrative Assistant at Productivity Inc – Plymouth, Minnesota

Administrative Assistant

Full-Time • Onsite Only

Productivity Inc. is a leading distributor of CNC machine tools and automation solutions, supporting manufacturers across the Midwest and Rocky Mountain regions. Our Service & Parts teams keep our customers running—and we’re looking for someone who loves being in the middle of the action, solving problems, and keeping operations moving.

If you’re organized, great on the phone, sharp with details, and energized by variety, this is a role where you’ll make a real impact every day.

Responsibilities

• Create and distribute service installation paperwork to customers.
• Research and resolve open work orders.
• Follow up on parts quotes. Call customers for purchase order numbers; communicate pricing and delivery details. Investigate open purchase orders.
• Work directly with vendors and customers to manage credits, vouchers, and part core returns.
• Prepare clear, detailed reports as requested.
• Ensure inspection equipment is submitted for calibration and maintain certification records.
• Follow up with vendors on credits for part returns from MN.
• Enter new machines into the Service Order Entry side of P21 software.
• Manage the warranty allowance allocated to Service dept machines.
• Enter EOS information into Monday.com software.
• Keep up-to-date records on fleet vehicles.
• Book travel arrangements.
• Serve as daily backup for service phones and service parts order entry.
• Proactively give out bill codes on Haas machines when paid.
• Other misc admin duties.

Requirements

• 2+ years of general office or administrative experience.
• Strong proficiency with Excel (sorting, filtering, lookups—bonus points for pivot tables).
• Excellent phone and communication skills; ability to interact confidently and professionally with customers, vendors, and team members.
• Sharp attention to detail, accuracy, and follow-through.
• Self-directed work style—comfortable owning your workload and running with tasks.
• 10-key and alpha-numeric typing skills.
• Machine tool or manufacturing experience helpful but not required.
• This is an on-site position—daily in-office presence is required.

Why this job?

• $24.00-26.00/hour depending on relevant experience & qualifications
• Excellent Medical, Dental, Vision Insurance – Day 1 of Employment
• 401 (k) with Match
• Generous Paid Time Off
• Full-time - 40 hours/week, Monday - Friday, 8 AM - 5 PM, In-office

Why our company?

For more than 50 years, our company has grown and evolved – always looking for the next best way to support our customers, by keeping up with new and changing products, technologies, and services.

Productivity is known for impressive customer service and integrity within our industry. That reputation is achieved only by hiring the right people, treating them with respect, providing excellent customer service, and acting with integrity toward our employees. We are a stable, established company. Over the years, we have continued to grow, learn, evolve, and expand, providing our long-term employees with opportunities for growth.