Office Administrator

Job Summary / Purpose

The Office Administrator is responsible for supporting the daily administrative, procurement, logistics, and facility operations of the company. This role ensures the smooth functioning of office and operational activities, coordinates purchasing and vendor relationships, manages shipping and receiving processes, and provides critical support to engineering and manufacturing teams. The ideal candidate is highly organized, proactive, and capable of managing multiple priorities in a fast-paced technical environment.

Duties & Responsibilities

• Manage day-to-day office operations and administrative functions to support business activities.
• Coordinate purchasing activities, including obtaining quotes, placing orders, tracking deliveries, and maintaining vendor relationships.
• Monitor inventory levels for office supplies, production materials, and operational resources to ensure business continuity.
• Coordinate shipping and receiving activities, including package processing, freight scheduling, shipment tracking, and documentation.
• Support domestic and international shipping requirements and maintain accurate logistics records.
• Serve as the primary point of contact for office vendors, service providers, and facility-related contractors.
• Coordinate facility maintenance, office equipment servicing, and workplace organization initiatives.
• Maintain operational records, databases, and documentation to ensure accuracy and accessibility.
• Assist with invoice processing, purchase order tracking, and expense documentation.
• Support employee onboarding logistics, office access management, and general administrative needs.
• Prepare reports, spreadsheets, and other administrative documents as requested by management.
• Assist with workplace safety initiatives and support compliance with company policies and procedures.
• Identify opportunities to improve administrative and operational processes and implement efficient solutions.
• Collaborate with engineering, manufacturing, and leadership teams to support operational priorities and project requirements.
• Provide general administrative and operational support as needed to ensure the effective functioning of the organization.

Qualifications

• Eligible to obtain a U.S. Security Clearance - U.S. Citizenship required.
• 3-7 years of experience in office administration, operations, procurement, logistics, or a related role.
• Experience in a manufacturing, engineering, electronics, or technical environment preferred.
• Strong organizational, communication, and multitasking skills.
• Experience working with ERP, inventory management, or business software systems.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Strong attention to detail and commitment to accuracy.
• Ability to assist with shipping and receiving activities, including occasional lifting of packages up to 40 lbs.

Working Conditions

Employees may be called upon to participate in in-person meetings, trainings, or company functions at Knowmadics offices or other designated locations. Travel in support of business operations may also be required, and employees are expected to comply with these obligations as part of their position.

Work is performed on-site in an office, warehouse, and light manufacturing environment. This role requires regular interaction with vendors, shipping providers, and internal teams, as well as coordination across procurement, logistics, and facility operations.

Physical Requirements:

Capability to physically assist in shipping and receiving areas, including lifting up to 40 lbs when necessary. Ability to move throughout office, warehouse, and production areas and perform routine administrative and operational tasks.