Office Administrator

Job Title: Office Administrator
Pay Rate: $26/hr
Duration: Permanent, Direct-Hire
Shift: M-F, 8:00 am to 4:30 pm with a 30-min lunch break.

Job Summary
We are seeking a reliable and organized Office Administrator to serve as the primary point of contact for visitors and callers while providing essential administrative, shipping, and facilities support for our aerospace manufacturing operation. This role combines front-desk reception duties with office support, vendor coordination, and light facilities management.

The ideal candidate is detail-oriented, proactive, and comfortable handling a wide variety of tasks in a fast-paced manufacturing environment. This position is key to keeping daily operations running smoothly and supporting both the local team and corporate functions.

Key Responsibilities
Reception & Front Desk
• Answer and direct incoming phone calls to the appropriate personnel.
• Greet and direct visitors, including customers, service representatives, and delivery personnel (UPS, FedEx, USPS).
• Maintain bulletin boards with employee notices, government postings, and birthday/celebration information.
• Plan and organize group activities and celebrations (holiday luncheons, retirements, customer visits, etc.).

Office Support & Administrative Tasks
• Perform accurate data entry in the company ERP system.
• File purchase orders, sales orders, and other documentation in an organized manner.
• Manage daily shipping activities, including creating labels and cataloging receipts for UPS, FedEx, and USPS.
• Catalog and distribute petty cash as needed.
• Place and track orders for shop supplies and miscellaneous purchases (WB Mason, Amazon, ink cartridges, McMaster-Carr, paper products, etc.).
• Assist other departments with secretarial and administrative support as needed.
• Run local errands (bank, post office, tax office, Costco, etc.).
• Purchase and stock the refreshment refrigerator.
• Open, sort, and distribute incoming mail.

Facilities & Vendor Coordination
• Coordinate building maintenance and meet with service providers (HVAC, fire suppression, plumbing, lawn care, snow removal, dumpster service, rag company, phones, IT, first aid, and janitorial services).
• Renew and manage utility maintenance contracts and other software-related contracts.
• Schedule waste pickup for scrap metal, waste oil, used coolant, and mineral oil.

Corporate Support
• Provide support to the corporate office as directed.
• Assist the Finance department by scanning and forwarding received invoices, reports, and mailed payments.
• Support the Human Resources department by posting and distributing information as directed.
• Perform other administrative duties as assigned.

Required Qualifications
Education & Experience
• High school diploma or equivalent required.
• 5 years of administrative, office support, or receptionist experience preferred.

Skills & Abilities
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Professional and friendly demeanor when interacting with visitors, vendors, and employees.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and ability to learn ERP and shipping software.
• Ability to multitask and prioritize in a busy office environment.
• Reliable, self-motivated, and able to work independently with minimal supervision.
• Valid driver’s license and reliable transportation for local errands.
• Ability to maintain confidentiality with sensitive company and employee information.