Office Administrator

Position Overview

This position is responsible for coordinating and managing a variety of office administration functions, including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support across various locations.

Essential Job Functions

Office Administration

• Provide general office support, including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Take minutes for meetings and hearings.
• Ensure operations of office equipment by completing maintenance and calling for repairs.
• Organize and compile company records and documentation.
• Schedule meetings, organize calendars, and record meeting minutes.
• Prepare well-packed shipments and maintain shipping materials such as boxes, cushions, bubble wrap, and tape. Receive and distribute packages accordingly.
• Support travel arrangements (domestic and international), including hotel, flights, and rental cars.
• Implement management policies and procedures to improve workflow and reporting efficiency.
• Manage and renew contracts with corporate service providers, including insurance, benefits, vehicles, and office leases.
• Prepare and file statements and reports for government and insurance agencies as required.
• Identify administrative needs and develop appropriate solutions or recommendations.
• Coordinate activities across various departments or teams.
• Interpret and apply relevant laws, rules, and regulations.
• Handle employee inquiries and refer matters to the appropriate party, ensuring follow-up.
• Answer general inquiries from customers, vendors, or colleagues.
• Handle sensitive information confidentially.
• Assist field service engineers with scheduling meetings and reporting.
• Perform other related duties and responsibilities as assigned.

Inventory, Parts, and Asset Management

• Maintain inventory records to ensure sufficient quantities of parts and/or products.
• Ensure timely delivery of ordered parts/products, meeting negotiated prices and quality standards.
• Coordinate cost-effective distribution methods for parts/products with suppliers.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepare requisitions, purchase orders, and related forms.
• Communicate with the accounting team to ensure timely processing of inventory payables.
• Interface with sales and service teams to coordinate purchasing and inventory management.
• Confirm items, prices, and freight costs for purchasing shipments and forward invoices to accounting.
• Professionally communicate with suppliers and other stakeholders.
• Organize information using various formats, such as Excel charts, diagrams, or emails.
• Lead cost reduction negotiations with suppliers.
• Coordinate and maintain records for registering and disposing of assets, inventory, and parts.
• Assist with additional projects as assigned by management.

Export/Import and Shipping/Receiving

• Coordinate import, export, and shipping documentation.
• Prepare shipping documents in compliance with export and import regulations.
• Track and follow up on shipments, ensuring timely deliveries.
• Stay informed about country-specific regulations for documentation, packaging, and labeling.
• Handle physical shipment tasks, including handling shipments up to 100+ pounds with tools like dollies.
• Prepare and securely pack shipments, maintaining all necessary shipping materials.
• Investigate and resolve shipment issues, keeping relevant parties informed.
• Communicate with customs brokers and freight forwarders to manage shipment schedules and resolve issues.
• Assist customers, vendors, or colleagues with shipment-related inquiries.
• Knowledge of handling hazardous goods is preferred.

Human Resources Assistance

• Support recruiting activities, including organizing interviews and onboarding preparation.
• Advise management on employee relations issues and resolve employee complaints.
• Execute human resources policies and procedures.
• Identify legal requirements and ensure compliance with government reporting regulations.
• Assist with various HR-related tasks as needed.

Other Responsibilities

• Seek constant improvement in work processes.
• Perform other duties and projects as assigned by management.
• Maintain high ethical standards in the workplace.
• Report any issues or problems to management for resolution.
• Ensure good communication with supervisors, staff, customers, and stakeholders.
• Comply with all company policies and procedures.
• Maintain a clean and safe working area.

Job Requirements

Skills

• Accuracy, attention to detail, basic math skills, effective communication (oral and written), dependability, initiative, confidentiality, multitasking, planning and organizing, team collaboration, and office management.

Qualifications

• Bachelor’s degree (B.A.) or an equivalent combination of education and experience.
• One to two years of prior experience in a similar role.

Tools & Equipment

• General office equipment, including phones, personal computers, fax machines, and copiers.
• Proficiency in Windows operating systems and MS Office software.

Work Environment & Physical Demands

Work Environment

• Primarily office-based.
• Occasional local travel by car for business purposes; no overnight travel required.

Physical Demands

• Ability to sit, stand, walk, use hands and fingers, and reach with arms.
• Occasionally lift and/or move up to 15 pounds.
• Ability to handle shipments up to 100+ pounds with tools like dollies.