Office Administrator

Versatile Administrative Coordinator supporting customer service, production, shipping & receiving, and accounts payable functions in a plant environment. Handles data management, vendor communication, and general office operations while ensuring accuracy and efficiency across departments. Requires strong organizational, communication, and problem-solving skills, along with proficiency in Microsoft Office and the ability to collaborate across teams.

Customer Service Duties:

Submit Delivery Receipts for billing after shipment. Prepare Credit Memo's for any customer issues as needed. Prepares necessary reports for Plant Management and customers such as inventory and open order reports and tracks shipments associated with invoices. Processes plant claims which include any deductions for shortages, quality issues and any miscellaneous items. Performs other duties as assigned.

Production Support Duties:

Printing out work orders. Putting data from multiple sources together on a spreadsheet, making graphs of data, putting together Power Point presentations, and other varied admin tasks. May be required to work hands-on and on the production floor with the production supervisors to coordinate orders. Responsible to confirm work orders are released correctly and any issues are resolved quickly.

Accounts Payable Duties:

Codes and Enters invoices. Completes 3-way match. Resolves any errors with receipts (unmatched report). Reconciles any price difference from PO and invoice. Maintains records for AP. Communicate payment information to vendors as requested. Completes orders for all office supplies and janitorial supplies as well as any misc. items needed for plant. Restock breakroom and office supplies. Signs for packages. Signs vendors and visitors in/out as needed. Other duties as assigned.

Requirements :

Minimum of a High School diploma/GED. Associates or bachelor's degree preferred but not required 5-7 years' Office Administrative experience preferred Microsoft Office Suite - basic to above average computer skills including Excel Ability to perform basic quantitative skills required & CRM experience preferred Ability to work with all areas of the business including plant and sales personnel. Professional verbal and written communication skills. Bilingual English/Spanish a plus but not required Always conduct oneself with highest level of professionalism. Strong customer service advocacy and problem-solving skills