Customer Service & Administrative Support Specialist – Manufacturing Operations, Vendor Coordination, and Office Management

About arenaflex – Shaping Spaces, Securing Futures

Welcome to arenaflex, a global leader in the design, manufacturing, and distribution of high‑performance interior and exterior doors, windows, and related building products. With a heritage of craftsmanship and innovation, arenaflex serves the new‑construction, repair, and remodeling markets across North America, Europe, and beyond. Our mission is to bring beauty, security, and lasting value to the spaces where people live, work, and gather. As a member of the arenaflex family, you’ll join a diverse team of dedicated professionals who are passionate about quality, safety, and continuous improvement.

Why This Role Matters

The Customer Service & Administrative Support Specialist is the connective tissue that keeps our manufacturing floor, vendor network, and office operations running smoothly. In this pivotal role, you will be the first point of contact for customers and vendors, manage critical financial documentation, and provide essential administrative support to multiple departments. Your contributions will directly impact arenaflex’s ability to deliver on‑time, on‑budget, and with the highest level of customer satisfaction.

Key Responsibilities & Duties

• Material Management: Review, update, and maintain bills of materials (BOMs) within the ERP system to ensure accuracy and traceability.
• Customer & Vendor Communication: Answer inbound calls from customers and vendors with professionalism, empathy, and timely resolution of inquiries.
• Month‑End Processing: Execute month‑end financial tasks, including posting credits, debits, and reconciling vendor accounts.
• Financial Recordkeeping: Issue receipts, record payments, and maintain organized vendor files, both electronic and physical.
• Safety & Compliance: Follow arenaflex’s established safety policies and procedures, ensuring a secure workplace for all.
• Cross‑Functional Collaboration: Communicate effectively with Production Supervisors, co‑workers, and other department heads to streamline workflows.
• Administrative Excellence: Perform electronic and physical filing, scanning, copying, and document organization; create and edit company documents as needed.
• Data Management: Maintain miscellaneous spreadsheets, enter receipts into the ERP software, and keep office supply inventory well‑stocked and orderly.
• Support Functions: Provide administrative assistance to other departments, handling ad‑hoc tasks and general duties assigned by management.
• Continuous Improvement: Identify opportunities to enhance processes, reduce errors, and increase efficiency across administrative and customer‑service functions.

Essential Knowledge, Skills, and Abilities

• Ability to read and interpret basic verbal and written instructions, drawings, blueprints, and specifications.
• Willingness to receive frequent training, supervision, and guidance from senior staff.
• Exceptional communication skills, with the capacity to interact tactfully with personnel at all organizational levels.
• Team‑oriented mindset; comfortable collaborating in a fast‑paced manufacturing environment.
• Self‑motivation and a strong desire to learn new systems, processes, and industry best practices.
• Reliable transportation, punctuality, and dependability for each assigned shift.
• Flexibility to work overtime when production demands require it.
• Ability to pass a pre‑employment physical examination and drug screening.

Education, Experience, and Technical Proficiency

• High School Diploma required; an Associate degree is preferred.
• At least one (1) year of experience as an Administrative Assistant or in a similar support role, preferably within a manufacturing or warehouse setting.
• Proficiency in Microsoft Office Suite, with advanced Excel capabilities (pivot tables, VLOOKUP, macros).
• Experience with SharePoint and Salesforce is a strong plus.
• Demonstrated strong organizational skills and meticulous attention to detail.
• Problem‑solving aptitude and the ability to prioritize tasks under pressure.
• Clear, concise communication style, both written and verbal.

Core Competencies for Success

• Customer‑Centric Service: Patience, empathy, and a helpful attitude when addressing vendor and customer concerns.
• Integrity & Honesty: Uphold arenaflex’s core values by acting ethically and responsibly in all interactions.
• Analytical Thinking: Ability to analyze data, spot discrepancies, and recommend corrective actions.
• Adaptability: Thrive in a dynamic environment where priorities can shift quickly.
• Technology Savvy: Comfortable navigating ERP systems, CRM platforms, and digital filing tools.
• Collaboration: Work seamlessly with production teams, logistics, finance, and senior leadership.

Career Growth & Development Opportunities

arenaflex is committed to investing in its people. As a Customer Service & Administrative Support Specialist, you will have access to:

• Structured onboarding and continuous on‑the‑job training programs.
• Mentorship from seasoned professionals in operations, finance, and supply chain.
• Opportunities to cross‑train in related departments such as procurement, inventory control, and production planning.
• Professional development courses (e.g., advanced Excel, Lean Six Sigma, customer experience excellence).
• Clear career pathways toward senior administrative, supervisory, or specialist roles within arenaflex’s global network.

Work Environment & Culture at arenaflex

Our facilities blend modern manufacturing technology with a collaborative, safety‑first culture. Employees enjoy:

• A supportive team atmosphere where ideas are welcomed and recognized.
• Regular safety briefings, ergonomic workstations, and a clean, organized office environment.
• Diversity and inclusion initiatives that celebrate varied perspectives and backgrounds.
• Employee resource groups, wellness programs, and community outreach events.
• Transparent communication from leadership, fostering trust and shared purpose.

Compensation, Perks, and Benefits

arenaflex offers a competitive total rewards package designed to attract and retain top talent. While exact figures vary by location, you can expect:

• Base salary aligned with industry standards for administrative and customer‑service roles.
• Performance‑based bonuses and incentive programs.
• Comprehensive medical, dental, and vision coverage for you and eligible dependents.
• Generous paid time off, holidays, and family‑leave policies.
• Retirement savings plans with company matching contributions.
• Employee assistance programs, wellness incentives, and tuition reimbursement.
• Discounts on arenaflex products and exclusive access to employee purchase programs.

Our Commitment to Equality

arenaflex is an equal employment opportunity employer. We celebrate diversity and are dedicated to creating an inclusive environment where every employee is valued, respected, and given the chance to thrive. Discrimination, harassment, or retaliation of any kind will not be tolerated.

How to Apply

If you are ready to bring your administrative expertise, customer‑service passion, and drive for continuous improvement to a dynamic, globally recognized organization, we want to hear from you. Join arenaflex and become part of a team that builds more than doors—it builds lasting relationships and secure futures.

Apply Now and Start Your Journey with arenaflex!