Office Administrator

Job Description

Job Description

Job Title: Office Administrator

Job Description

The Office Administrator is responsible for supporting daily administrative, accounting, customer service, purchasing, inventory, and operational functions. This role serves as a key point of contact for customers, vendors, and internal departments while ensuring accurate invoicing, payment processing, reporting, inventory administration, and office operations support. The ideal candidate is highly organized, detail-oriented, capable of managing multiple priorities simultaneously, and comfortable working across accounting, administrative, and operational functions.

Responsibilities

• Serve as the first point of contact for visitors, customers, and vendors.
• Answer and direct incoming phone calls professionally.
• Greet visitors and coordinate guest check-ins.
• Notify employees of onsite visitors and customer arrivals.
• Process walk-in customer orders and payments.
• Maintain a professional and welcoming office environment.
• Prepare and process customer invoices based on completed work orders and signed packing documentation.
• Reconcile completed jobs to identify and resolve unbilled work.
• Compile job cost packages including time audits, purchase orders, job cost reports, spreadsheets, and supporting documentation.
• Coordinate review and approval of job costing packages prior to billing.
• Submit invoices to customers via email and mail.
• Produce customer sales reports, job cost reports, and audit documentation.
• Generate monthly customer statements reflecting outstanding invoices and account balances.
• Manage accounts receivable aging reports and support collections activities.
• Meet regularly with management to review AR aging and outstanding balances.
• Process customer payments including ACH transactions, checks, cash, and credit card payments.
• Prepare and submit remote bank deposits.
• Record deposits accurately within the ERP system.
• Support account reconciliations and audit preparation activities.
• Assist with inventory transactions and material movement within the ERP system.
• Process daily material picks for production jobs.
• Maintain inventory records and process inventory adjustments as needed.
• Support physical inventory activities including year-end counts and reconciliation.
• Coordinate with production and tool crib personnel regarding material requirements.
• Process purchase requisitions for production materials, maintenance items, office supplies, and operational needs.
• Obtain quotations and conduct price comparisons from vendors.
• Create purchase orders and track purchasing activity within the ERP system.
• Receive purchase orders and maintain associated documentation.
• Support vendor invoice distribution and processing.
• Coordinate vendor onboarding activities, including collection of required documentation.
• Create and maintain customer files and records.
• Distribute credit applications, terms and conditions, and supporting documentation.
• Verify trade and credit references.
• Coordinate review and approval of customer credit requests.
• Present completed customer files for management approval.
• Coordinate communications and meetings with vendors.
• Maintain vendor files and contracts.
• Process vendor onboarding documentation, including W-9 collection and compliance paperwork.
• Support vendor approval processes and record management.
• Generate recurring operational, sales, and financial reports.
• Publish weekly sales and customer activity reports.
• Assist with sales performance tracking and reporting.
• Support KPI reporting and data analysis initiatives.
• Develop proficiency in ERP reporting tools and assist with report generation.
• Maintain company bulletin boards, compliance postings, and workplace communications.
• Coordinate office supply ordering and inventory.
• Maintain safety and first aid supply inventories.
• Assist in planning and coordinating company events and employee activities.
• Attend regular administrative staff meetings.
• Provide administrative support across departments as needed.
• Assist leadership and accounting staff during audits and special projects.
• Complete ad hoc reporting and administrative assignments.

Essential Skills

• Associate or Bachelor degree
• 2+ years of administrative, accounting, accounts receivable, or office coordination experience.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy.
• Customer service mindset with professional phone and email etiquette.

Additional Skills & Qualifications

• Associate or Bachelor degree in Business Administration, Accounting, Finance, or related field.
• Experience in a manufacturing, industrial, or operations environment.
• Experience with ERP systems (JobBOSS preferred).
• Accounts receivable, invoicing, collections, or bookkeeping experience.
• Purchasing, inventory, or vendor management experience.

Work Environment

The company is small, with under 50 employees.

This is a Contract to Hire position based out of Columbia, TN.

The pay range for this position is $27.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Columbia,TN.

This position is anticipated to close on Jul 17, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.