Position Summary The Executive Assistant / Office Administrator is the organizational backbone of Phasr's front office. This role directly supports the company's leadership by managing calendars, correspondence, and follow-ups, while also owning day-to-day office administration: document routing and filing, vendor and customer paperwork, HR onboarding support, purchasing coordination, and general office operations. The ideal candidate is highly organized, discreet, proactive, and comfortable operating in a fast-moving manufacturing environment where priorities shift and details matter. Key Responsibilities Executive Support Manage the executive calendar: schedule meetings, protect focus time, resolve conflicts, and coordinate with customers, vendors, and staff. Triage email and phone correspondence; draft routine replies, flag priority items, and track follow-ups to closure. Coordinate travel arrangements, customer visits, and factory acceptance test (FAT) scheduling with clients and witnesses. Prepare, format, and proofread documents, letters, meeting agendas, and presentations. Track action items from leadership meetings and follow up with owners to keep commitments on schedule. Handle confidential information — personnel matters, contracts, pricing, and financials — with absolute discretion. Office Administration Serve as first point of contact for visitors, calls, and general inquiries; maintain a professional front office. Route documents for signature and approval (POs, contracts, vendor setup forms, sales tax certifications) and maintain organized digital and physical filing. Process vendor setup packets, W-9s, certificates of insurance, and customer credit applications.

Support accounts payable/receivable workflows:

collect invoices, match to POs and packing slips, and prepare items for accounting review. Order and manage office and shop consumable supplies; coordinate with vendors on deliveries and service visits. Assist with shipping and receiving paperwork, including packing slips and chain-of-custody documentation. HR & Team Support Coordinate new-hire onboarding: paperwork, I-9/E-Verify processing, orientation scheduling, and equipment setup. Maintain personnel files and assist with timekeeping, PTO tracking, and benefits paperwork. Help organize company events, training sessions, and team communications. Qualifications Required 3+ years of experience as an executive assistant, office administrator, or office manager (or equivalent combination of experience). Excellent written and verbal communication skills; able to draft professional correspondence with minimal direction. Strong proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new software tools quickly. Exceptional organizational skills and attention to detail; proven ability to manage competing priorities and deadlines. High degree of discretion and professionalism when handling confidential information. Self-starter who anticipates needs, closes loops without reminders, and takes ownership of outcomes. Preferred Experience in a manufacturing, construction, engineering, or industrial services environment. Familiarity with purchasing workflows, vendor management, or basic bookkeeping/AP support. Exposure to HR administration (onboarding, personnel files, timekeeping). Notary public commission, or willingness to obtain one.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Paid time off Retirement plan Vision insurance

Work Location:

In person