Baghouse America

Receptionist - Admin Assistant

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: TYPE OF WORK

Full Time

: SALARY

1000 to 1750 Based on Experience and Skills

: HOURS PER WEEK

40

: DATE UPDATED

Feb 2, 2026

JOB OVERVIEW

*IMPORTANT: Please make sure you have completed your DISC testing before applying. Please provide a video introduction and resume when you apply *

Time: M-F 8AM EST to 5PM EST
Requirements: Upload 10MB+ and Download Speed 100MB + (company may potentially include starlink internet as part of your compensation package)

Company Overview
Join Baghouse America and Industrial Boilers America, sister companies with over 20 years of leadership in the environmental industry, delivering innovative, cost-effective dust collection and industrial boiler solutions. Headquartered in Phoenix, Arizona, with a global reach across Asia, Central and South America, the Middle East, North America, and Africa, we partner with communities and governments to drive sustainable energy, job creation, and social responsibility. Our mission prioritizes sustainability and community impact, providing high-quality, durable products that lower operating costs and empower clients to reinvest in a cleaner planet.

Virtual Reception / Switchboard Duties (Fully Remote)

Professionally answer, screen, route, and manage high-volume incoming calls via cloud-based VoIP/multi-line phone system (e.g., ---------- )
Serve as the first point of contact for clients, suppliers, international partners, freight forwarders, and other stakeholders via phone, email, live chat, and messaging platforms
Handle virtual visitor coordination (e.g., announce arrivals for virtual meetings, manage digital check-ins, or direct to appropriate tea ---------- mbers via shared calendars/tools)
Monitor, track, and distribute notifications for incoming digital/physical mail, packages, and freight shipments (FedEx, DHL, UPS, international carriers) through email alerts, tracking portals, and shared inboxes

Administrative & Operational Support

Deliver high-level administrative assistance to Operations, Sales, Management, and Executive teams in a remote setting
Manage calendars, schedule internal/external meetings across time zones, coordinate virtual conference rooms (Zoom, Teams, Google Meet), and arrange calls
Draft and proofread professional correspondence, including emails, letters, quotations, proposals, and reports
Perform precise data entry and record updates (customer details, sales orders, tracking numbers, vendor info) within Odoo and supporting cloud-based tools

Import / Export / Drop-Ship & Logistics Duties

Proactively monitor and track international and domestic shipments using online portals; provide timely status updates to customers and internal teams via email/phone
Assist in preparing, reviewing, and organizing import/export documentation (e.g., Commercial Invoices, Packing Lists, Bills of Lading, Certificates of Origin, customs declarations) digitally
Coordinate daily communications with freight forwarders, customs brokers, overseas suppliers, 3PL warehouses, fulfillment centers, and drop-ship vendors via email, phone, and shared platforms
Manage drop-ship order workflows: confirm orders, relay digital instructions, track fulfillment, and resolve discrepancies remotely
Respond promptly and professionally to customer inquiries regarding shipping delays, customs holds, documentation issues, delivery status, and related concerns
Maintain accurate, organized digital filing systems for all shipping, customs, and compliance records (using Odoo, Box, or similar cloud storage)

Additional Responsibilities

Monitor and reorder remote office supplies, promotional materials, or operational stock through online vendors as needed
Support light accounts payable/receivable tasks (e.g., scanning/uploading invoices digitally, matching purchase orders, basic reconciliation support in Odoo)
Assist with basic compliance awareness (HTS code lookup, denied-party screening checks, digital record retention)
Help organize virtual company events, tea ---------- etings, training sessions, or process improvement initiatives using collaboration tools

This version eliminates all physical/on-site elements and replaces them with remote-friendly alternatives while preserving the core value of the role. It emphasizes digital communication, cloud tools, and proactive remote support—key for a virtual setup in import/export logistics.

How to Apply
Please submit an intro video and resume detailing your experience.

We are excited to learn how your expertise can support our mission to drive sustainability and community impact globally! We are an equal-opportunity employer committed to diversity, equity, and inclusion. All qualified candidates are encouraged to apply.

Please make sure you have completed your DISC testing.

SKILL REQUIREMENT

English Speaking Administrative Support Virtual Assistant

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Baghouse America

Receptionist - Admin Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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