Office Assistant
We are hiring a part-time Office Assistant / Odoo & Inventory Support to help with administrative operations and ERP data maintenance at our Sparks facility. This role includes Odoo product and inventory setup (including bills of materials and inventory records), document scanning and electronic filing, receiving and counting inbound shipments, mailing/shipping samples and small parts, preparing shipping paperwork (including Bills of Lading), and light accounting support (invoice entry, attaching packing slips, and assisting with credit card statement reviews).
This is a detail-driven role supporting real workflows in purchasing, receiving, shipping, and recordkeeping. You must be dependable, organized, and able to follow instructions closely. Work is fast-paced at times and accuracy matters.
You will need to have a stable work history without frequent turnover; this must be verifiable.
Key Responsibilities
- Maintain product data in Odoo (products, variants/attributes, sales descriptions as assigned)
- Set up and maintain inventory records in Odoo (items, categories, locations as assigned)
- Create and update Bills of Materials (BOMs) and related manufacturing/kit components in Odoo as directed
- Verify standard product weights/dimensions from internal source sheets and update the dimension spreadsheet
- Scan and electronically file documents (packing slips, invoices, communications, internal records)
- Receive and count inbound shipments; document discrepancies and support receiving entries in Odoo
- Prepare and mail/ship samples and small parts (packaging, labels, coordination with carriers)
- Prepare Bills of Lading and assist with basic shipping paperwork as assigned
- Enter vendor invoices, attach supporting documents, and mark orders as received when appropriate
- Place Amazon orders as requested and support basic AR/AP documentation tied to those purchases
- Review credit card statements and assist with minor reconciliation tasks (accuracy checks, missing documents, miscoding flags)
- Organize and label physical samples; create labels and keep storage areas organized
- Provide receptionist support as needed (take messages, route calls appropriately)
- Support abandoned quote follow-ups (voicemail/logging) when assigned
- Amazon support as assigned: listing removal/addition and pricing correction/upkeep
- Optional (if qualified): assist with social posts/blogging and basic photography setup/cleanup
Work Conditions
- Part-time, on-site in an office/shop environment
- Mix of desk work (ERP setup, data entry, filing) and floor support (receiving, counting, packaging/samples)
- Must be able to lift and carry boxes/samples; some tasks require being on your feet
- Attendance is critical: frequent tardiness or absences are not tolerated due to workflow and shipping/receiving timing
- Must follow internal procedures for recordkeeping and document attachments
- No phones/earbuds/electronics during active floor work as directed by management