Office Administrator

Office Administrator

The Office Administrator is responsible for supporting 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 while ensuring accurate invoicing, payment processing, reporting, inventory administration, and office operations support. The ideal candidate is highly organized, detail-oriented, capable of managing multiple priorities simultaneously, and comfortable working across accounting, administrative, and operational functions.

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.
• Coordinate review and approval of job costing packages prior to billing.
• Submit invoices to customers via email and mail.
• Produce customer sales reports, job cost reports, and audit documentation.
• Generate monthly customer statements reflecting outstanding invoices and account balances.
• Manage accounts receivable aging reports and support collections activities.
• Meet regularly with management to review AR aging and outstanding balances.
• Process customer payments including ACH transactions, checks, cash, and credit card payments.
• Prepare and submit remote bank deposits.
• Record deposits accurately within the ERP system.
• Support account reconciliations and audit preparation activities.
• Assist with inventory transactions within the ERP system.
• Process daily material picks for production jobs.
• Maintain inventory records and process inventory adjustments as needed.
• Support physical inventory activities including year-end counts and reconciliation.
• Process purchase requisitions for office supplies and operational needs.
• Obtain quotations and conduct price comparisons from vendors.
• Create purchase orders and track purchasing activity within the ERP system.
• Receive purchase orders and maintain associated documentation.
• 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.
• Assist with sales performance tracking and reporting.
• Support KPI reporting and data analysis initiatives.
• 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.

Essential

Skills:

• 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…