Admin Asst. / Office Administrator

Job Description

Job Description

Administrative Assistant / Office Administrator
Position: Administrative Assistant / Office Administrator
Location: Kentwood, Mi
Employment Type: Full-Time

Position Summary
We are seeking a professional, organized, and personable Administrative Assistant / Office Administrator to serve as the first point of contact for our company. This position will be responsible for welcoming visitors, answering and directing phone calls, managing general office communications, and providing administrative support to various departments.
The ideal candidate is dependable, detail-oriented, comfortable working in a professional business environment, and able to manage multiple tasks while maintaining a friendly and professional attitude.

Key Responsibilities
Reception & Customer Service
•\tGreeting and welcome customers, vendors, visitors, and employees in a professional and courteous manner.
•\tAnswer incoming telephone calls and direct callers to the appropriate employee or department.
•\tTake accurate messages and ensure timely delivery to employees.
•\tRespond to general inquiries and provide basic company information.
•\tMaintain a professional and organized reception area.
•\tManage visitor sign-in procedures and notify appropriate personnel of visitors.

General Office Administration
•\tReceive, sort, distribute, and prepare incoming and outgoing mail and packages.
•\tAssist with filing, scanning, copying, printing, and maintaining office records.
•\tMaintain office supplies and place orders as needed.
•\tCoordinate office supply and equipment needs with management.
•\tAssist with scheduling meetings, appointments, and conference rooms.
•\tPrepare documents, correspondence, spreadsheets, and other administrative materials.
•\tMaintain accurate electronic and paper records.
•\tAssist with data entry and general administrative projects.
•\tSchedule LTL truck pickups for orders.
•\tProcess sample shipments via UPS and update they system when complete.
•\tEnter and receive blends and repacks into the system.
•\tReceive inventory from our suppliers.
•\tInventory adjustments of raw materials for manufactured products.

Customer & Vendor Support
•\tAssist customers and vendors with basic questions and direct technical or account-related questions to the appropriate personnel.
•\tReceive and route purchase orders, invoices, shipping documents, and other business correspondence.
•\tAssist with coordinating deliveries, shipments, and pickups when necessary.
•\tMaintain professional relationships with customers, vendors, and visitors.

Internal Support
•\tProvide administrative support to management, sales, purchasing, accounting, operations, and technical personnel as needed.
•\tAssist with company meetings, events, and employee communications.
•\tPerform other administrative duties and special projects as assigned.

Qualifications
•\tHigh school diploma or equivalent required.
•\tPrevious receptionist, administrative assistant, customer service, or office experience preferred.
•\tStrong verbal and written communication skills.
•\tProfessional and friendly demeanor.
•\tStrong organizational and time-management skills.
•\tAbility to prioritize multiple tasks and work independently.
•\tProficiency with Microsoft Office, including Outlook, Word, and Excel.
•\tStrong attention to detail and accuracy.
•\tAbility to maintain confidentiality when handling company, employee, customer, and business information.
•\tAbility to interact professionally with customers, vendors, visitors, and employees at all levels of the organization.

Preferred Qualifications
•\tExperience working in a manufacturing, industrial, chemical, or distribution environment.
•\tExperience with ERP, CRM, or inventory management systems.
•\tExperience handling shipping and receiving documentation.
•\tPrevious experience supporting multiple departments in a small or mid-sized company.

Personal Characteristics
The successful candidate should be:
•\tDependable and punctual
•\tProfessional and personable
•\tOrganized and detail-oriented
•\tSelf-motivated
•\tA strong communicator
•\tComfortable taking initiative
•\tAble to handle confidential information appropriately
•\tAble to remain calm and professional in a busy environment

Physical Requirements
•\tAbility to sit and work at a computer for extended periods.
•\tAbility to occasionally lift and carry office supplies or packages weighing up to approximately 25 pounds.
•\tAbility to move throughout the office and facility as needed.
•\tAbility to communicate effectively by telephone, email, and in person.

Work Environment
This position is primarily based in a professional office environment within a manufacturing/industrial company. The employee may occasionally interact with personnel in warehouse, production, laboratory, shipping, and receiving areas and must follow all applicable company safety requirements.

There will be 1 – 2 weeks training at our headquarters in Strongsville OH.

We are an equal opportunity employer and consider qualified applicants without regard to legally protected characteristics.