Part Time Office Administrator

The Office Administrator is responsible for managing accounts payable processes for all non-raw material purchases, including the creation of purchase orders, processing vendor invoices, and ensuring accurate and timely payment of obligations. This role also provides general administrative support across the organization, assisting with office operations and special projects as needed to support efficient business operations.

Responsibilities – shall include but not be limited to the ownership of the following:

Purchasing:

• Ensure the company purchasing needs are met through the coordination of additional personnel as necessary
• Ensure that confirmations on all purchase orders are received within 3 business days
• Confirm pricing and deliveries when confirmation is received
• Investigate discrepancies between confirmation and purchaser order
• Notify requestor of items when purchase order is confirmed
• Research if confirmations are not received
• Maintain purchasing documentation in an organized fashion

Accounts Payable:

• Responsible for insuring that the PCI A/P processing procedure is followed regardless of whether a straight AP invoice (for items not requiring a purchase order) or a purchase order driving invoice
• Verify that invoices match any provided quotes
• Ensure appropriate approvals are obtained for payments
• Confirm purchase order has been generated and amounts on it match the amounts on the invoice (if not, will perform investigation), a signed and dated packing slip is present, and the invoice is in good standing order
• Confirming G/L codes are correct
• Follow up on any missing paperwork
• Ensure that all invoices are in the system as they are received and that every possible effort has been made to process all invoices by month-end
• Responsible for notifying Controller of any outstanding invoices that need to be accrued

General Administrative Support

• Provide, as needed, administrative and clerical support to management, including but not limited to the GM, Controller, Supply Chain Manager, Human Resources, and Engineering Personnel.
• Provide back-up telephone and office reception, answering all incoming phone calls.
• Prepare morning reports and publish them on the bulletin boards.
• Send and receive faxes, mail, and express items and promptly disburse these to necessary individuals. Express mail, registered mail etc. must be delivered directly to addressee or alternate designate in their absence.
• Prepare product shipping papers and air bills and arranges pickups for express shipments via Fed Ex, and UPS.

Education, Experience and Skills Required

• High School Degree required, Associates Degree preferred
• 3+ years as an administrator experience in a business office setting
• 1+ year of purchasing and/or payables preferred
• Strong verbal and written communication skills
• Strong organizational skills
• Strong computer literacy including Windows, Microsoft Office, Word, Excel, and email