Office Administrator

Job Summary We are seeking a dynamic and highly organized Office Administrator to join our team! Seeking an experienced, organized Office Administrator to run day-to-day administrative, financial, and operational support functions for a $4M CNC precision machine shop. This role keeps the business efficient, compliant, and customer-focused while supporting shop leadership and frontline production Duties Oversee reception, phone/email triage, records, filing, and document control (job travelers, certifications) Manage office supplies, vendor relationships, and facility needs (utilities, janitorial, small repairs). Prepare and maintain account payable/receivable, invoicing, bank deposits, petty cash, and basic ledger reconciliation. Work with external CPA/bookkeeper on monthly close, payroll, sales tax, and annual taxes. Track job costs and assist estimating/quoting with up-to-date overhead allocations. Source and purchase consumables, tooling, fixtures, and indirect materials; maintain safety stock levels Maintain inventory records for raw materials and finished goods; coordinate parts kitting for jobs. Schedule and coordinate work orders, communicate delivery dates to customers, and track job progress. Maintain production calendars, coordinate subcontract services (heat treat, plating), and route parts to quality. Administer payroll (or run through payroll provider); benefits enrollment support, onboarding/offboarding, and maintain personnel files. Ensure OSHA, EPA, Hazmat, and other regulatory paperwork and training records are up to date. Coordinate safety meetings, maintain MSDS, and track required licensing/certifications. Respond to customer inquiries, prepare quotes with input from estimators/ops, track orders and delivery status. Maintain CRM or order-tracking system and manage contract/PO documentation.

Prepare weekly/monthly management reports:

revenue, margins, job-cost variances, on-time delivery, inventory turns, KPI/Success metrics, and scrap. Identify process improvements to reduce administrative and production bottlenecks. Requirements 3-5+ years office/operations experience in a manufacturing or CNC machining environment (preferred). Proficiency with ERP/MRP or job-shop systems (JobBOSS, E2, Fishbowl) and MS Office (Excel required) Familiarity with job costing, basic accounting principles, and payroll processes. Knowledge of shop floor terminology, CNC Operations, tooling, and subcontract processes Strong orgnaizational, communication, and multi-tasking skills; ability to prioritiez in a fast-paced enviroment. Detail-oriented, problem-solver, and team player. High school diploma required, Associate degree or Business/Finance certificate preferred.

Benefits:

Competitive salary/hourly wage (negotiable) Position available on 1st (Monday-Friday; occasional overtime during month-end or shipping peaks). Flexible Schedule (minimum 40 HR) 401K Health Savings Account Health insurance Paid time off Career growth opportunities Interested? Apply Now! Complete the following survey, prior to submitting your resume: https://take.surveys.ci/s/5S18JQAF6i/72832 Send your resume to spease@unitedtoolllc.com or call 262.347.2004 for more details.

Pay:

$20.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Health savings account Life insurance Paid time off Vision insurance

Experience:

Desktop administration: 3 years (Required)

Work Location:

In person