Office Administrator

JOB TITLE:  Office Administrator                     SALARY GRADE:  Non-Exempt 

DEPARTMENT:   Human Resources               REPORTS TO: HR Manager                                REVISION DATE:  10/27/2024

Job Summary

At Adams Thermal Systems, we are growing—and with that growth comes opportunity. The Office Administrator role is a dynamic, high-impact position that sits at the center of our organization. This individual will serve as both a relationship builder and a data-driven problem solver, requiring strong interpersonal skills, sound judgment, and the ability to analyze information to support decision-making.

This role interacts daily with employees, customers, and leadership, while also working behind the scenes to manage data, reporting, and systems that keep the business running efficiently. The ideal candidate thrives in a fast-paced environment, enjoys wearing multiple hats, and can seamlessly shift between providing a welcoming front-line presence and delivering accurate, insightful administrative and analytical support.

Responsibilities

 Quality

• Creates and updates documents (document control) as per our IATF and ISO Quality Management Systems, such as Work Instructions and Control Plans.
• Create RGA’s, expiration of quality alerts
• Generate reports of company metrics such as internal and external defects and scrap

Engineering

• Prepare regularly scheduled reports to support management decision-making
• Work with Engineering to create ECR’s, print drawings, and enter in part numbers

Human Resources

• Answers inbound phone calls and route the call to the appropriate personnel
• Welcome visitors and direct them to relevant office/personnel
• Generate security badges and assigns security profile for employees and visitors
• Assist the HR department with timecards to perform payroll.
• Maintain inventory of office supplies and purchase new supplies as needed 

Requirements

• Accuracy and attention to detail.
• Ability to communicate effectively with personnel by telephone, in person, or through email.
• Advanced in MS Excel including PivotTables, VLOOKUP, INDEX/MATCH, and data tables.
• Experience with word, and ERP applications preferred. 
• Excellent time management skills with a proven ability to meet deadlines
• Ability to work with multiple teams of people on multiple projects simultaneously. 
   
  Education and Experience:
  • High school diploma or equivalent required; Associate degree in office administration or related field preferred.
  • At least five years of administrative and clerical experience required.

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  Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.