Office Administrator

Ambit Chemical Technologies is a growing specialty chemical manufacturer and toll blender headquartered in Gulfport, Mississippi. We serve customers across industrial and recreational water treatment, oil and gas, pulp and paper, and other specialty chemical markets. Ambit provides custom formulation, blending, manufacturing, packaging, and supply‑chain support to customers throughout the United States. We are committed to reliable service, product quality, workplace safety, environmental responsibility, and building long‑term customer partnerships. Position Overview The Office Administrator is a key member of Ambit’s administrative team. This position supports daily office operations while helping coordinate customer orders, invoicing, vendor documentation, internal communication, and management follow‑up. The ideal candidate is organized, responsive, detail‑oriented, and comfortable managing multiple priorities. This is not strictly a receptionist position. The successful candidate will play an important role in keeping customer orders, office documentation, accounting‑support activities, and internal workflows organized and moving forward. Key Responsibilities Customer Service and Order Management Receive, review, and process customer purchase orders. Confirm product, pricing, quantity, shipping, and delivery requirements. Prepare order acknowledgments and maintain accurate customer‑order records. Communicate professionally with customers regarding order status, documentation, scheduling, and delivery updates. Coordinate with sales, production, quality, shipping, and management to support timely order fulfillment. Maintain customer contacts, pricing records, purchase orders, and supporting documentation. Invoicing and Accounting Support Prepare and issue customer invoices accurately and promptly. Verify pricing, quantities, freight charges, and purchase‑order references before invoicing. Organize and enter vendor invoices and supporting documentation. Match vendor invoices with purchase orders, receipts, and delivery records. Assist with accounts receivable follow‑up and routine customer account questions. Maintain organized records for management and the company’s outside accountant. Identify documentation discrepancies and elevate issues for review. Office Administration Coordinate day‑to‑day administrative activities for the office. Manage correspondence, telephone calls, emails, meetings, visitors, and internal requests. Maintain electronic and physical filing systems. Prepare spreadsheets, reports, forms, and internal communications. Order and maintain office supplies, printed materials, labels, and equipment. Track recurring office needs and support monthly budgeting for office supplies. Handle confidential company, employee, customer, and vendor information appropriately. Shipping and Documentation Support Assist with the preparation and organization of packing lists, bills of lading, certificates of analysis, safety data sheets, labels, and shipment records. Ensure required customer and shipping documentation is complete and properly filed. Coordinate documentation with shipping, quality, production, and customer‑service personnel. Help reconcile customer orders, shipped quantities, and invoices. Management and Team Support Provide administrative support to company leadership and department managers. Maintain action‑item lists, deadlines, reports, and follow‑up schedules. Gather information from employees, customers, vendors, and internal departments. Help ensure assigned tasks, documents, and communications are completed on time. Assist with onboarding paperwork, employee records, and other administrative projects as assigned. Support the continued development and improvement of office procedures. Qualifications High school diploma or equivalent required. Associate degree, business coursework, or relevant administrative certification preferred. Two or more years of experience in office administration, customer service, order management, bookkeeping support, or a similar role. Manufacturing, distribution, logistics, chemical, or industrial‑office experience strongly preferred. Experience working with purchase orders, invoices, vendor bills, packing lists, shipping documents, or customer records is beneficial. Proficiency with Microsoft Outlook, Excel, Word, printers, scanners, and other standard office technology. Experience with QuickBooks or an ERP system preferred. Strong written and verbal communication skills. Excellent organizational, time‑management, and follow‑through abilities. Strong attention to detail and commitment to accurate record‑keeping. Ability to prioritize multiple responsibilities in a growing, fast‑paced organization. Professional, dependable, and comfortable communicating with customers, vendors, drivers, employees, and company leadership. What Success Looks Like The successful candidate will help ensure that customer orders are processed accurately, invoices and supporting records are completed on time, office documentation is organized, customers and vendors receive timely responses, and management has dependable administrative support. Why Join Ambit? This position offers the opportunity to become an important part of a growing manufacturing company. The person selected for this role will have meaningful responsibility, work directly with company leadership, and help improve the systems and processes that support Ambit’s continued growth. Equal Opportunity Employer Ambit Chemical Technologies is an equal opportunity employer. Employment decisions are based on qualifications, experience, business needs, and the ability to perform the responsibilities of the position. #J-18808-Ljbffr