Office Administrator

Job Title:

Office Administrator (Machining & Manufacturing)

Location:

On-Site

Employment Type:

Full-Time (Monday to Friday)
Industry: Metal Machining & Manufacturing

About the Role:

Are you an organized, detail-oriented multi-tasker who thrives in a fast-paced environment? We are a precision metal machining company seeking a reliable  Office Administrator  to keep our administrative, shipping, and purchasing operations running seamlessly.
In this role, you will act as the operational bridge connecting our shop floor, customers, vendors, and accounting team. You will handle shipping documentation, purchase order tracking, vendor invoicing, and front-desk communications.

Key Responsibilities:

Shipping & Logistics Coordination:
Receive job sheets directly from shop floor shippers/receivers.
Process job shipping records efficiently using  Profit Fab  shop software.
Prepare complete shipping documentation (Packing Slips, Waybills).
Arrange courier pick-ups via phone or online portals.
Print, verify, and email final invoices to customers promptly, maintaining digital and physical filing.
Purchasing & Vendor Relations:
Generate Purchase Orders (POs) for jobs requiring outside manufacturing services and coordinate shipments.
Send Requests for Quotes (RFQs) to vendors based on requisition needs.
Prepare and issue POs for raw metals, materials, and general shop supplies.
Build and maintain positive communication with suppliers and service providers.
Receiving & Accounts Payable Support:
Receive PO items against packing slips provided by the receiving team.
Process incoming vendor invoices in  Profit Fab  and verify accuracy against POs.
Hand off approved invoices to the Bookkeeper for payment processing.
File vendor invoices cleanly once payment is finalized.
Customer Service & Reception:
Serve as the main contact answering incoming phone inquiries.
Address customer and vendor email inquiries with professionalism and speed.

What We Are Looking For :

Experience:

2+ years of administrative, shop support, or logistics coordination experience. (Prior experience in custom machining, fabrication, or manufacturing environments is a strong plus).
Software

Skills:

Proficiency with shop management / ERP software (experience with  Profit Fab  is ideal) alongside standard office software (MS Suite, Google Suite, etc.).
Attention To Detail:  High accuracy when checking POs, packing slips, and vendor invoices.
Communication:  Excellent verbal and written communication skills for interacting with customers, vendors, and internal shop personnel.
Organizational

Skills:

Ability to prioritize tasks in a dynamic, deadline-driven shop environment.
Intangibles:  You are the oil in the engine that keeps things running smoothly. You are the teammate that everyone respects, appreciates, and likes to work with.

What We Offer:

Competitive compensation based on experience.
Stable full-time hours (Day shift, Monday to Friday).
A hands-on, supportive team environment where your work directly impacts daily operations.