Office Administrator

Ken's Oil is seeking a highly organized and detail-oriented Office Administrator to support daily business operations. This position serves as a central point of contact for customers, employees, and management while assisting with customer service, accounting functions, fuel operations, payroll/HR support, miscellaneous reporting, and general office administration. The ideal candidate will be comfortable managing multiple priorities, working independently, and maintaining accuracy in a fast-paced environment. Strong communication skills, proficiency with Microsoft Office, and the ability to handle confidential information are essential. Primary Responsibilities Customer Service & Administrative Support Answer incoming phone calls and assist customers with orders, account inquiries, and payment processing. Maintain customer records and establish new customer accounts. Conduct credit checks and process customer documentation. Assist management with special projects, scheduling, travel/trade show arrangements, and administrative tasks. Organize customer appreciation events and company communications. Manage office supplies, forms, and general office organization. Process customer payments, bank drafts, ACH transactions, and credit card payments. Perform accounts receivable and collections activities, including customer follow-up on past-due balances. Reconcile bank accounts, credit card statements, and fuel inventory records. Assist with monthly financial reporting and account analysis. Create presentations and materials for sales meetings and company meetings. Prepare reports related to customer balances, sales margins, and profitability. Payroll & Human Resources Support Maintain employee time records and payroll documentation. Submit payroll information and track employee vacation and paid time off balances. Assist with employee communications, handbook updates, and administrative HR functions. Potential opportunity to advance from assistant to primary HR administrator Fuel Operations & Regulatory Compliance Support fuel purchasing and inventory management activities. Prepare and submit fuel tax filings, regulatory reports, and maintain customer exemption documentation. Maintain records required for state and federal fuel tax compliance. Assist with customer fuel reporting and margin analysis. Coordinate annual licensing, registrations, and compliance requirements. Assist with bid submissions. Qualifications Associate degree or equivalent office administration experience preferred. Previous experience in administrative, accounting, bookkeeping, or office management roles. Strong proficiency in Microsoft Excel, Word, Outlook Office applications. Excellent organizational and time-management skills. Strong attention to detail and accuracy. Ability to maintain confidentiality and handle sensitive financial information. Excellent written and verbal communication skills. Ability to prioritize multiple tasks and meet deadlines. Self-motivated and dependable. Strong problem-solving abilities. Customer-focused attitude. Ability to work independently while supporting a team environment. Comfortable learning industry-specific software and processes. #J-18808-Ljbffr