Administrative Assistant

About SOTA Imaging:

SOTA Imaging is a leader in dental imaging technology, trusted by dental professionals for over 35 years. Our innovative hardware and software solutions power modern dental practices around the world. Our team is passionate about delivering exceptional products—and we’re looking for someone equally passionate to help support our growing operations.

If you're highly organized, detail\-oriented, and thrive in a fast\-paced environment, this is an opportunity to join a team that values initiative, growth, and meaningful impact.

Position Overview:

We are looking for a sharp, proactive, and highly organized Administrative Assistant to serve as the operational backbone of our office. In this role, you will provide essential support across our Operations, Sales, and Support teams — keeping daily workflows on track, ensuring customers and partners receive timely and professional service, and contributing to the accuracy and efficiency of our internal systems.

You will assist in daily office operations, coordinate schedules, communicate with customers and dealers, manage CRM data, and support various administrative needs. This is an ideal role for someone who enjoys being the go\-to person, solving problems, and keeping everything on track.

Responsibilities:

Office Coordination \& Communication

• Answer and route incoming phone calls
• Respond to emails and manage correspondence
• Provide general office support to ensure smooth daily operations

Scheduling \& Cross\-Department Support

• Assist Operations, Sales, and Support teams with scheduling and appointment coordination
• Help streamline communication across departments

CRM \& Data Entry

• Maintain accurate and up\-to\-date information in our CRM system
• Ensure data completeness and follow internal data quality procedures

Customer \& Dealer Support

• Create and manage Repair Merchandise Authorization (RMA) cases
• Communicate inspection results and evaluations to customers
• Provide basic product information and support to customers and dealers

Accounting \& Order Processing

• Assist with purchase order processing for shipping and invoicing
• Support payment processing and customer billing
• Coordinate with Operations and Accounting on order\-related tasks

Required:

• 1\+ years of experience in an administrative, office coordinator, or operations support role
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning new software tools
• Strong written and verbal communication skills with a professional, customer\-friendly demeanor
• Exceptional organizational skills with the ability to manage and prioritize multiple tasks simultaneously
• High attention to detail and commitment to accuracy in all work
• Able to remain composed and solution\-focused in a fast\-paced or high\-volume environment
• Receptive to feedback and committed to continuous improvement

Preferred:

• Experience with CRM platforms (e.g., Salesforce, HubSpot, or similar)
• Background in a product\-based, medical, dental, or technical company
• Familiarity with RMA processes, order management, or basic accounting/invoicing workflows

Why you’ll love working here:

• Work with a supportive, collaborative team
• Be part of a company shaping the future of dental imaging technology
• Opportunities to learn new skills and grow within the organization
• Fast\-paced environment where your work has real impact

Job Type: Full\-time

Pay: $21\.00 \- $25\.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person