Office Administrator

MISSION

The Receptionist / Office Administrator serves as the first point of contact while owning the payroll administration process and the general administrative needs of the office and the plant. This role combines front-desk responsibilities with independent ownership of payroll, office administration, basic safety administration, and employee-facing administration, supporting daily operations while maintaining professionalism, accuracy, confidentiality, and organizational discipline. The position is designed to run its processes independently, so it supports the accounting area instead of loading it, and operates under the supervision of the Finance & Accounting Manager.

Key Responsibilities

1. Reception & Front Desk Operations

? Serve as the primary front-desk contact for visitors, customers, vendors, and employees.

? Answer, screen, and route incoming phone calls; take accurate messages when needed.

? Welcome and direct visitors in a professional and courteous manner.

? Manage incoming and outgoing mail, packages, and deliveries.

? Maintain a clean, organized, and professional reception and lobby area at all times.

2. Payroll Administration

? Run the payroll process end to end, ensuring accuracy and timeliness.

? Follow up on timekeeping with supervisors and resolve employee payroll questions.

? Maintain employee payroll records, deductions, garnishments, and benefits contributions.

? Prepare payroll reports and support compliance with federal, state, and local requirements.

3. Office Administration

? Manage the uniforms program for the plant.

? Purchase office and shop supplies (Amazon and other vendors) and maintain inventory levels.

? Coordinate with vendors for office-related services and supplies.

? Monitor office equipment (printers, scanners, phones) and report maintenance needs.

? Provide general administrative support to the plant and internal communications.

4. Safety Administration Support

? Support safety documentation and training records.

? Manage PPE ordering and availability.

5. Employee-Facing Administration

? Prepare onboarding paperwork for new hires.

? Maintain organized and up-to-date personnel files, ensuring confidentiality of sensitive information.

Qualifications

? High school diploma or equivalent required; associate degree preferred.

? 25 years of experience in office administration, HR administration, or payroll support roles.

? Hands-on payroll processing experience is a strong plus.

? Proficiency in Microsoft Office (Excel, Word, Outlook).

? Strong attention to detail and organizational skills.

? Ability to handle confidential information with discretion and professionalism.

? Clear communication skills and a service-oriented mindset.

Key Competencies

? Ownership: Runs payroll and office administration processes independently.

? Professionalism: Represents the company with a polished and respectful presence.

? Organization: Maintains accurate records and orderly documentation.

? Reliability: Consistently follows procedures and meets payroll deadlines.

? Adaptability: Adjusts to changing priorities in a structured environment.

Performance Indicators

? Payroll processed accurately and on time, with zero recurring errors.

? Front desk coverage and professional reception of visitors and calls.

? Uniforms, supplies, and PPE available without interruptions.

? Personnel and safety records complete and up to date.