Office Administrator

Singer Flihan, 418-426 Broad Street, Utica, New York, United States of America Job Description The Office Administrator plays a critical role in supporting Singer Equipment Company's daily office operations and project execution. This position provides administrative and clerical support to project managers, sales teams and leadership while serving as a key point of contact for customers, vendors, and manufacturers. The role requires strong attention to detail, organization, and follow‑through in a fast‑paced, project‑driven environment. Essential Functions Office & Administrative Support Manage day‑to‑day office operations, including phones, mail, supplies, and general office coordination. Answer and direct incoming phone calls in a professional and customer‑focused manner. Perform general typing and administrative duties, including preparation of quotations, purchase orders, and correspondence. Maintain accurate and organized electronic and physical filing systems. Review factory order acknowledgments against purchase orders to ensure accuracy of pricing, quantities, specifications, and delivery dates. Verify ship dates, track order status, and proactively expedite orders when necessary. Communicate with manufacturers and vendors to resolve discrepancies and obtain updated order information. Project Support Assist project teams with submittals, including compiling required documentation and coordinating approvals. Support project closeout activities by assisting with closeout packages, operation & maintenance manuals, and related documentation. Coordinate equipment demonstrations for projects, including scheduling with manufacturers, vendors, and internal teams. Coordinate and follow up on warranty service calls to ensure timely resolution and customer satisfaction. Assist with scheduling meetings, managing calendars, and preparing meeting materials. Draft, edit, and distribute internal and external communications. Support accounting, sales, and operations teams with administrative tasks as needed. Assist with special projects and ad hoc requests to support business operation. Minimum Qualifications High school diploma or equivalent required; associate's degree preferred. 2+ years of office administration, clerical, or project support experience. Strong typing and document preparation skills. Proficiency in MS Office (Outlook, Word, Excel). Excellent organizational, time‑management, and multitasking skills. Strong attention to detail, particularly when reviewing orders and documentation. Professional communication skills and phone etiquette. Experience in a project‑based or equipment‑focused environment. Familiarity with purchase orders, order tracking, and manufacturer coordination. Experience assisting with submittals, closeouts, or warranty coordination. Knowledge of ERP or project management systems. Candidates are encouraged to apply even if they do not meet all listed requirements. Singer Equipment Company is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status or any other protected status under applicable law. #J-18808-Ljbffr