Office Administrator

Position Overview

The Office Administrator plays a key role in supporting the efficient day-to-day operation of the office. This position provides administrative coordination, information management, and support for accounts receivable and accounts payable activities while working closely with management, employees, customers, and outside vendors.

Key Responsibilities

· Organize and support office operations and procedures, including bookkeeping, information management, filing systems, supply requisitions, and other administrative services.

· Support accounts receivable and accounts payable functions and perform related duties.

· Prepare and process customer invoices and vendor payments.

· Enter and process sales and purchase orders.

· Coordinate and schedule freight and shipping activities.

· Use appropriate software applications effectively to maximize office productivity.

· Research and develop resources that promote timely, efficient, and consistent workflows.

· Establish and maintain consistent correspondence procedures and style practices.

· Develop and maintain procedures for the systematic retention, protection, retrieval, transfer, and disposal of records.

· Identify and support cost-reduction initiatives.

· Review clerical records for completeness, accuracy, and timeliness.

· Coordinate the activities of clerical employees within the department.

· Maintain professional and responsive relationships with customers and outside vendors.

· Assist with product recalls and recall training.

· Participate as a member of the audit team.

What Success Looks Like

Problem Solving: Identifies and resolves problems in a timely manner, gathers and analyzes information effectively, develops practical solutions, and collaborates well with others.

Communication: Communicates clearly and professionally in writing and verbally, adapts communication style to different audiences, and presents numerical information effectively.

Quality & Accuracy: Demonstrates attention to detail and thoroughness, looks for opportunities to improve quality, applies feedback, and maintains high standards.

Cost Awareness: Works within approved budgets, supports cost-saving measures, uses resources responsibly, and contributes to organizational profitability.

Strategic Thinking: Understands organizational strengths and weaknesses, considers market and competitive factors, identifies opportunities and threats, and adapts to changing conditions.

Reliability: Maintains dependable attendance and punctuality, follows through on commitments, keeps responsibilities covered, and completes work on time.

Initiative & Judgment: Takes initiative, seeks opportunities for growth and increased responsibility, makes sound and timely decisions, and involves appropriate team members when needed.

Planning & Organization: Prioritizes work effectively and develops realistic action plans to meet deadlines and business needs.

Safety & Security: Follows safety and security procedures, reports potentially unsafe conditions, and uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience: University program certificate; or two to four years of related experience and/or training; or an equivalent combination of education and experience.

Language Ability: Ability to read and interpret safety rules, operating and maintenance instructions, procedure manuals, and other written information. Ability to write routine reports and correspondence and communicate effectively with customers and employees.

Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume, and apply concepts of basic algebra and geometry.

Reasoning Ability: Ability to solve practical problems and work with a variety of concrete variables where limited standardization exists. Ability to interpret written, oral, diagram, or schedule-based instructions.

Computer Skills: Knowledge of design software, email, internet software, and order-processing systems.

Certifications: No certifications required.

Compensation & Benefits

· Competitive compensation of $23–$30 per hour, based on experience.

· Paid time off and holidays.

· Health, dental, vision, and other benefits available.

· Opportunities for professional growth and development.

· Stable, collaborative, and team-oriented work environment.

· 401(k) retirement plan.

· 401(k) matching.

Pay: $23.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person