Business Admin and Operations Associate

Admin and Operations Associate

InStore Technology is a growing business that sells, installs, and services point-of-sale and other technology systems in support of independent grocers across the Western United States and Alaska.

We are seeking a highly organized, proactive, and resourceful individual to serve as both the Executive Assistant to the CEO and a Business Operations Associate. In this hybrid role, you'll support strategic scheduling and communications, while also rolling up your sleeves to manage core operational workflows, including inventory purchasing, sales order processing, vendor coordination, and ERP/CRM system updates.

This is a pivotal role suited for someone who enjoys variety, has an eye for detail, and is comfortable balancing administrative duties with operational execution.

Key Responsibilities

Executive Assistant to the CEO

• Manage calendar, schedule meetings, and coordinate travel/logistics
• Draft and manage communications, including email correspondence and internal updates
• Maintain digital filing systems, track decisions, organize key business documents, and ensure quick access to what matters most
• Support CEO in prioritizing tasks and following up on key business initiatives
• Be the CEO's right hand by anticipating needs, staying one step ahead, and making their day run smoother so they can focus on high-impact work

Business Operations

• Assist with inventory purchase planning, vendor communication, and stock level monitoring
• Process and track sales orders, customer invoicing, and shipping coordination
• Maintain and update ERP and billing systems to ensure accurate data across the board
• Support basic financial tracking (including Accounts Receivable / Collections), reconciliation, and reporting tasks
• Assist in streamlining workflows and identifying efficiency improvements

Qualifications

• 2 years of experience as an Executive Assistant, Operations Associate, or in a hybrid administrative/ops role, ideally within a small business
• Strong organizational, time management, and information-handling skills - able to keep workflows, documents, and priorities in order
• Proficiency with Microsoft Office (especially Outlook, Excel, and Word) and comfort using ERP/CRM systems like QuickBooks, NetSuite, or Zoho
• Excellent written and verbal communication skills with a professional, detail-oriented approach
• High level of discretion, dependability, and adaptability - able to manage sensitive information and juggle multiple priorities with ease

What We Offer:

• 6 paid holidays, a half day on Christmas Eve and New Year's Eve, and 1 personal holiday
• 2 weeks of PTO
• 401K 3% safe harbor match discretionary with a profit-sharing contribution
• 40 hours of sick/safe leave
• $495 monthly employer contribution toward medical, dental, and vision plans

Work Hours: Monday through Friday, 40 hours per week, In-person (please note this is not a remote or hybrid role, in-person presence is required)

Pay Scale: $60,000