Office Administrator

Duc-Pac Corporation is a Springfield, Massachusetts-based manufacturer specializing in custom steel ductwork and air distribution products for the HVAC industry. Since 1949, the company has built a reputation for quality craftsmanship, reliable service, and innovative manufacturing solutions that support commercial and industrial construction projects throughout the region and beyond.

Committed to excellence, safety, and community involvement, Duc-Pac Corporation takes pride in delivering high-quality products while providing rewarding career opportunities and supporting the local Springfield community.

The Administrator is responsible for providing professional administrative support to ensure efficient office operations. This role serves as the first point of contact for visitors and callers, manages front desk activities, processes customer orders, and prepares accurate invoices. The Administrator plays a key role in maintaining customer satisfaction through timely communication, attention to detail, and effective coordination with internal departments.

Essential Duties and Responsibilities

• Greet and assist visitors, customers, and vendors in a professional and courteous manner.
• Answer and direct incoming telephone calls and emails.
• Maintain a clean, organized, and professional reception area.
• Distribute mail and manage incoming and outgoing correspondence.
• Coordinate visitor sign-in procedures and office safety and security protocols.
• Prepare and process customer invoices accurately and in a timely manner.
• Verify pricing, quantities, and other billing information.
• Monitor invoice status and assist with collections as needed.
• Respond to customer inquiries regarding invoices and account balances.
• Maintain organized invoicing and financial records.
• Perform data entry and maintain filing systems.
• Prepare reports, correspondence, and other administrative documents.
• Assist with order entry and customer communication as needed.
• Support management with administrative projects and special assignments.
• Maintain confidentiality of company and customer information
• High school diploma or equivalent required; associate degree preferred.
• Previous administrative, accounts payable, or office support experience preferred.
• Experience with order processing, invoicing, and data entry is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with ERP, accounting, or order management systems preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize workload in a fast-paced environment.
• Strong attention to detail and accuracy.

All your information will be kept confidential according to EEO guidelines.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

At no time during the hiring process will Smiths Group, nor any of our recruitment partners ever request payment to enable participation - including, but not limited to, interviews or testing. Avoid fraudulent requests by applying jobs directly through our career's website (Careers - Smiths Group plc)