Office Administrator

Description


Office Administrator

Salary Range $28-$30

JOB FUNCTION

The Office Administrator is a highly organized, professional, and service-oriented individual who serves as the central hub of daily office operations. This role is the first point of contact for visitors and incoming communications and provides critical administrative support across accounting, human resources, sales, and customer service functions.

The ideal candidate thrives in a fast-paced, multi-functional environment, demonstrates exceptional attention to detail, and maintains a high level of discretion and professionalism. Success in this role requires strong organizational skills, adaptability, and the ability to work both independently and collaboratively across teams.

PRIMARY RESPONSIBILITIES

• Manage All Incoming Telephone & Visitor Traffic:

• Route calls to appropriate departments or personnel
• Accurately take and relay messages in a timely manner
• Maintain awareness of employee availability to improve call efficiency

• Greet guests in a professional and welcoming manner
• Register visitors, maintain logs, and ensure required agreements are completed and filed
• Issue visitor badges and required safety equipment (e.g., safety glasses)
• Notify employees promptly upon visitor arrival
• Provide employment applications when requested

• Provide Administrative Support

• Prepare, edit, and proofread correspondence, reports, and internal communications with a high degree of accuracy
• Arrange incoming and outgoing mail and shipments
• Reconcile corporate credit card expenses and submit required documentation to Accounts Payable
• Maintain scheduling systems, including:
  • Conference rooms
  • Company vehicles
• Coordinate monthly communications to sales reps
• Organize company gift programs, including annual holiday distributions
• Manage company travel arrangements, including lodging and transportation for employees, customers, and visitors

• Customer Service and Sales Support

• Review and proof daily orders, identifying discrepancies and collaborating with customer service for resolution
• Assist in maintaining accurate customer and contact records across internal systems (OE/ CRM)
• Support with Customer Service-related items as needed (e.g., queue coverage, order processing, customer onboarding)
• Assist Marketing with communications, mailings, and promotional initiatives
• Provide general administrative support to the sales team as needed

• HR & Employee Support

• Assist with employee onboarding, including preparation and organization of documentation
• Maintain confidential employee records and files in compliance with company policies
• Support HR initiatives, communications, and internal programs
• Coordinate employee engagement activities, recognition programs, and company events
• Serve as backup support for payroll processing

• Accounting & Financial Administrative Support

• Assist the Accounting team with daily administrative and operational tasks
• Log incoming payments (checks) accurately and maintain organized records for tracking and deposit preparation
• Organize, maintain, and archive shipping documentation to ensure accessibility
• Support document verification and reconciliation efforts as needed
• Assist with data entry, filing, and recordkeeping
• Provide general support on special projects and other accounting-related duties as assigned.

• Compliance & Records Administration

• Assist in maintaining compliance-related records, ensuring documentation is organized, current, and audit-ready
• Support adherence to company policies, safety procedures, and regulatory requirements
• Coordinate documentation tracking for required certifications, agreements, and internal compliance processes
• Partner with HR and leadership to ensure proper record retention practices

• Vendor & Facility Coordination

• Manage and coordinate schedules for external vendors, service providers, and contractors
• Serve as incoming point of contact for building maintenance, service calls, and repairs
• Maintain relationships with key service providers and monitor service quality

• Manage Office Supplies, Equipment

• Maintain postage meter including check requests for postage replenishment
• Coordinate the repair and maintenance of office equipment
• Assist Procurement Manager in maintaining an adequate inventory of office supplies

Shift
First

Pay Range
$28-$30

Full-Time/Part-Time
Full-Time

Post Internal Days
0

Exempt/Non-Exempt
Non-Exempt

Category
Customer Service

Location
Ultrafab (HQ)

EOE Statement
Ultrafab Inc. provides Equal Employment Opportunity with respect to all employees and applicants for employment without regard to recruitment, hiring, compensation, promotion, job assignments, transfers, demotions, training, leaves of absence, layoff, benefits, termination, and employer-sponsored activities, including social and recreational programs. This policy prohibits discrimination against all legally protected classes including, but not limited to race (including traits historically associated with race, such as hair texture and protective hairstyles), creed, age, color, religion (including wearing attire, clothing, or facial hair in accordance with the tenets of religion), sex (including pregnancy, childbirth or related medical conditions and transgender status), gender identity and expression, reproductive health decisions, marital status, familial status, national origin, physical or mental disability (including gender dysphoria and being a certified medical marijuana patient), sexual orientation, domestic violence victim status, criminal history, veteran status, genetic information (including predisposing genetic characteristics) or any other characteristic protected by law."

About the Organization
We are a privately held manufacturing company headquartered in Farmington, New York. Our main manufacturing facility is approximately 20 minutes east of Downtown, Rochester, NY. In addition, we have two production facilities, Ultrafab West in McPherson, Kansas, and Ultrafab South in Greer, South Carolina. We are proud of the industry reputation we have earned for our quality, commitment to service, employee development, and community support. Founded in 1970, we have close to 300 employees supporting our two divisions:

Pile Weatherstrip and Extruded Components (sold into the window and door industries)
Specialty Products (sold to OEMs)
We believe our success is dependent upon the success of our employees. We cannot achieve company success without satisfied customers, and we cannot maintain satisfied customers without satisfied employees. Thus, we strive to offer competitive wages, challenge and growth opportunities, an attractive benefits package, and a good work environment to all employees.

If you are up to the challenge and have the skills that we are currently looking for, we encourage you to apply.

Company Website

This position is currently accepting applications.