Office Administrator

Overview

The Office Administrator plays a critical role in supporting Singer Equipment Company's daily office operations and project execution. This position provides administrative and clerical support to project managers, sales teams and leadership while serving as a key point of contact for customers, vendors, and manufacturers. The role requires strong attention to detail, organization, and follow-through in a fast-paced, project-driven environment.

Essential Functions

• Manage day-to-day office operations, including phones, mail, supplies, and general office coordination
• Perform general typing and administrative duties, including preparation of quotations, purchase orders, and correspondence
• Maintain accurate and organized electronic and physical filing systems
• Order & Vendor Coordination: Review factory order acknowledgments against purchase orders to ensure accuracy of pricing, quantities, specifications, and delivery dates; Verify ship dates, track orders status, and proactively expedite orders when necessary; Communicate with manufacturers and vendors to resolve discrepancies and obtain updated order information
• Project Support: Assist project teams with submittals, including compiling required documentation and coordinating approvals; Support project closeout activities by assisting with closeout packages, operation & maintenance manuals, and related documentation; Coordinate equipment demonstrations for projects, including scheduling with manufacturers, vendors, and internal teams; Coordinate and follow up on warranty service calls to ensure timely resolution and customer satisfaction; Assist with scheduling meetings, managing calendars, and preparing meeting materials; Draft, edit, and distribute internal and external communications
• Auxiliary Tasks: Assist with administrative tasks as needed for accounting, sales, and operations teams; Assist with special projects and ad hoc requests to support business operations

Minimum Qualifications

• A high school diploma or equivalent required; an associate's degree preferred
• 2+ years of office administration, clerical, or project support experience
• Strong typing and document preparation skills
• Proficiency in MS Office (Outlook, Word, Excel)
• Excellent organizational, time-management, and multitasking skills
• Strong attention to detail, particularly when reviewing orders and documentation
• Professional communication skills and phone etiquette
• Experience in a project-based or equipment-focused environment
• Familiarity with purchase orders, order tracking, and manufacturer coordination
• Experience assisting with submittals, closeouts, or warranty coordination
• Knowledge of ERP or project management systems

Why You'll Love Working Here

• Make a Difference: Work with enthusiasm and integrity while ensuring communication, coordination and collaboration
• Collaborative Spirit: Be part of a supportive and dynamic team environment
• Growth Opportunities: Develop your skills and advance your career in a dynamic industry
• Competitive Compensation & Benefits: Enjoy a rewarding package that reflects your contributions

Benefits

• Comprehensive benefits package including: medical, dental, vision, short term and long-term disability, 401K with company match, group life insurance, flexible spending, paid time off, and paid holidays

Minimum Qualifications

• High school diploma or equivalent required; associate's degree preferred
• 2+ years of office administrations, clerical, or project support experience
• Strong typing and document preparation skills
• Proficiency in MS Office (Outlook, Word, Excel)
• Excellent organizational, time-management, and multitasking skills
• Strong attention to detail, particularly when reviewing orders and documentation
• Professional communication skills and phone etiquette
• Experience in a project-based or equipment-focused environment
• Familiarity with purchase orders, order tracking, and manufacturer coordination
• Experience assisting with submittals, closeouts, or warranty coordination
• Knowledge of ERP or project management systems