Office Administrator

POSITION SUMMARY:


The Office Administrator is responsible for supporting day-to-day office operations while providing administrative assistance to Human Resources and other departments. This role serves as a central point of coordination for office functions including front desk support, purchasing, invoicing, and general administrative processes. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.


ESSENTIAL DUTIES AND RESPONSIBILITIES:


Office Administration & Operations Support:

• Serve as the primary point of contact for the front office, including answering and directing phone calls, greeting visitors, and handling general inquiries

• Manage incoming and outgoing mail, packages, and deliveries

• Maintain office supply inventory and coordinate ordering to ensure adequate stock levels

• Support purchasing activities, including creating purchase requests, tracking orders, and assisting with vendor coordination.

• Assist with basic invoicing support, including tracking, coding, and routing invoices for approval

• Support general office operations, including document preparation, scanning, filing, and record management

• Manage safety training records and organize monthly safety trainings, including scheduling, tracking completion, and maintaining documentation

• Assist with onboarding processes, including new hire paperwork, orientation setup, and system entry

• Support benefits administration tasks such as enrollment follow-ups and document collection

• Prepare and distribute HR documents including letters, notices, and internal communications.

• Support timekeeping and attendance tracking (follow-up on missing punches, documentation, basic reporting

• Maintain and track ID4.0 training, and progression records, ensuring documentation is accurate, up to date, and audit-ready

• Maintain confidentiality of employee information and HR records

• 1-2 years of administrative experience required; HR support experience preferred

• Strong organizational skills and attention to detail

• Ability to handle sensitive and confidential information

• Proficiency in Microsoft Office (Excel, Word, Outlook); HRIS experience (e.g., Paycom) is a plus

• Excellent analytical, problem-solving & communication skills

• Approachable and adaptable

• Proficient skills in MS Office (Word, Power Point, Excel, Outlook)

• Must have working-level knowledge of the English language, including reading, writing, and speaking English

• Ability to maintain confidentiality

• Able to work independently and in a team environment, as well as with cross-functional groups

• Low physical effort required to sit, stand at files, bend, stoop, lift, and walk.

• Maximum unassisted lift - 50 lbs. Average lift less than 25 lbs.

• Requires ability to use a keyboard, monitor and calculator.

• Requires the ability to communicate verbally, both in person and on the telephone.

• Inside average office environment.

• Occasional outside weather conditions

• Average office noise levels.

• Personal protective equipment may be required.

• Temperature environment 0 degrees to 110 degrees.