Office Administrator

About the role

The Office Administrator supports daily operations by managing order documentation, administrative processes, and customer account activities. This position ensures accurate recordkeeping, timely invoicing, and efficient communication across departments to support smooth warehouse and distribution operations.

Responsibilities

• Order Documentation & Processing
• Prepare and manage all invoicing and packing slips for orders, including walk-in, truck, freight, and FedEx shipments
• Ensure accuracy and completeness of all order-related paperwork
• Coordinate with internal teams to resolve discrepancies and ensure proper documentation
• Returns & Claims Management
• Enter and process all FTI (Freight/Transportation Issues) and RMA (Return Merchandise Authorization) transactions
• Freight & Logistics Administration
• Enter and maintain all LTL (Less-Than-Truckload) freight bills of lading and supporting documentation
• Organize and track freight paperwork for compliance and recordkeeping
• Accounts Receivable & Payment Processing
• Perform AR collection activities, including follow-up on outstanding balances
• Process credit card payments accurately and securely
• Administrative Support
• Maintain organized filing systems (physical and digital)
• Absorb incoming phone calls and provide customer support as needed
• Operational Support & Coordination
• Act as the communication bridge between warehouse, drivers, sales, and customers
• Coordinate delivery schedules and help resolve routing or delivery issues in real time
• Track order status and proactively communicate delays or issues to customers and internal teams
• Customer Service & Account Support
• Handle customer inquiries related to orders, deliveries, billing, and returns
• Maintain customer records, contacts, and special instructions (delivery notes, preferences, etc.)
• Support onboarding of new customers (credit apps, account setup, tax forms)
• Compliance & Documentation
• Ensure all required documents are complete and compliant (BOLs, invoices, credit forms)
• Support audit readiness (internal or external)
• Maintain records for safety, DOT, or company policies if applicable
• Process Improvement
• Identify inefficiencies in paperwork flow, order entry, or communication
• Help standardize processes (checklists, templates, SOPs)
• Support implementation of programs
• Sales Support
• Assist with quote entry, pricing verification, and contract pricing checks
• Provide backup support for inside sales when needed
• General Office Management
• Order office supplies and manage vendor relationships
• Maintain office organization and workflow efficiency

Requirements

• Excellent communication and interpersonal skills
• High school diploma or equivalent
• One or more years of customer service experience
• Excellent computer and phone skills
• Strong customer service skills and the ability to develop product knowledge to specify and recommend appropriate products to our customers
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to multitask in a fast-paced warehouse/distribution environment
• Basic understanding of invoicing, freight documentation, and AR processes preferred
• Proficiency in Microsoft Office and order management systems
• Strong communication and customer service skills

Qualifications

• Proficiency in Microsoft Office and order management systems
• Strong communication and customer service skills

Skills

• Excellent communication and interpersonal skills
• High school diploma or equivalent
• One or more years of customer service experience
• Excellent computer and phone skills
• Strong customer service skills and the ability to develop product knowledge to specify and recommend appropriate products to our customers
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to multitask in a fast-paced warehouse/distribution environment
• Basic understanding of invoicing, freight documentation, and AR processes preferred
• Proficiency in Microsoft Office and order management systems
• Strong communication and customer service skills

Benefits

At Dexter, we offer a competitive benefits package that includes:

• Health insurance
• Retirement plans
• Flexible work arrangements
• Professional development opportunities

Pay

Competitive salary commensurate with experience.

Schedule

This position operates in a warehouse office setting, supporting both administrative and operational teams to ensure efficient order fulfillment and customer satisfaction.