Office Administrator

About the role

The Office Administrator supports daily administrative, accounting, customer service, purchasing, inventory, and operational functions within a fast-paced environment. This role serves as a key point of contact for customers, vendors, and internal departments.

Responsibilities

• Serve as the first point of contact for visitors, customers, and vendors.
• Answer and direct incoming phone calls professionally.
• Greet visitors and coordinate guest check-ins.
• Notify employees of onsite visitors and customer arrivals.
• Process walk-in customer orders and payments.
• Maintain a professional and welcoming office environment.
• Prepare and process customer invoices.
• Reconcile completed jobs to identify and resolve unbilled work.
• Compile job cost packages including time audits, purchase orders, job cost reports, spreadsheets, and supporting documentation.
• Capture and track purchasing activity within the ERP system.
• Support vendor invoice distribution and processing.
• Coordinate vendor onboarding activities, including collection of required documentation.
• Create and maintain customer files and records.
• Distribute credit applications, terms and conditions, and supporting documentation.
• Verify trade and credit references.
• Coordinate review and approval of customer credit requests.
• Present completed customer files for management approval.
• Coordinate communications and meetings with vendors.
• Maintain vendor files and contracts.
• Process vendor onboarding documentation, including W-9 collection and compliance paperwork.
• Support vendor approval processes and record management.
• Generate recurring operational, sales, and financial reports.
• Publish weekly sales and customer activity reports.
• Aid in sales performance tracking and reporting.
• Develop proficiency in ERP reporting tools and assist with report generation.
• Maintain company bulletin boards, compliance postings, and workplace communications.
• Coordinate office supply ordering and inventory.
• Maintain safety and first aid supply inventories.
• Assist in planning and coordinating company events and employee activities.
• Attend regular administrative staff meetings.
• Provide administrative support across departments as needed.
• Assist leadership and accounting staff during audits and special projects.
• Complete ad hoc reporting and administrative assignments.

Requirements

• Associate or Bachelor degree
• 2+ years of administrative, accounting, accounts receivable, or office coordination experience
• Strong organizational and multitasking abilities
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook
• Excellent verbal and written communication skills
• Attention to detail and accuracy
• Customer service mindset with professional phone and email etiquette

Qualifications

• Associate or Bachelor degree in Business Administration, Accounting, Finance, or related field
• Experience in a manufacturing, industrial, or operations environment
• Experience with ERP systems
• Accounts receivable, invoicing, collections, or bookkeeping experience
• Purchasing, inventory, or vendor management experience