Office Administrative Assistant

Job Summary

The Office Administrative Assistant plays a critical role in supporting daily operations within a fast-paced manufacturing environment. This position goes beyond traditional administrative duties and requires a highly organized, proactive individual who can manage multiple responsibilities, anticipate needs, and ensure seamless coordination across office and operational functions. This is not a static role. The ideal candidate is adaptable, solution oriented, and comfortable wearing many hats. Success in this role depends on strong critical thinking skills, self-motivation, accountability, and consistent follow-through.

ESSENTIAL FUNCTIONS:

Facility and Office Management

• Oversee the day-to-day functionality and upkeep of the office and facility
• Coordinate janitorial, maintenance, repairs, and vendor services as needed
• Ensure the office environment is organized, safe, and operating efficiently
• Manage office supply inventory and reorder materials to avoid disruptions

Shipping and Logistics Coordination

• Coordinate outbound shipments with internal teams and carriers
• Ensure accuracy and timeliness of shipping documentation
• Track shipments and proactively communicate updates or delays
• Support troubleshooting of shipping or delivery issues

Customer Communication and Order Processing

• Send new order acknowledgements promptly and accurately
• Issue shipment confirmations and provide tracking details to customers
• Maintain clear, professional communication with customers and teammates

Administrative and Operational Support

• Manage incoming mail, postage, and general office correspondence
• Support phone coverage as needed, ensuring a professional customer experience
• Support purchasing as needed
• Maintain organized records and documentation related to office and operational activities
• Assist with data entry, reporting, and coordination tasks across departments
• Serve as primary backup for all office functions

Travel and Visitor Coordination

• Coordinate all arrangements for office visitors, including scheduling, room preparation, and logistics
• Organize and manage hospitality for visitors, including breakfast, lunch, and refreshments
• Ensure a welcoming, professional, and well-organized experience for all guests
• Other duties as required

QUALIFICATIONS

• Five (5) years experience in office management, administrative coordination, or operations support preferred
• Experience in a manufacturing or logistics environment is a plus
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Ability to multitask and prioritize effectively in a dynamic environment
• High attention to detail and accuracy
• Proficiency with standard office software and systems

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person