Office & Business Services Administrator

Our Company

Dicalite is a company that uses naturally occurring minerals to improve products used for filtration of liquids such as wine, beer, and swimming pool water, for use in building products such as wallboard, ceiling tile, and joint compound, and for use in creating potting soils and hydroponic growing media for plant growth. Dicalite operates at the intersection of branded consumer products, industrial manufacturing, and research & product development to provide value to over 1,000 customers across the world. Dicalite is privately owned and has been in business for 98 years.

Dicalite’s operating footprint includes 16 facilities across North America and Europe. Operating through a fully integrated network of five mines and twelve refining, processing, and packaging facilities, the company has a unique multi-mineral platform that includes perlite, vermiculite, and diatomaceous earth. Dicalite’s core business is selling wholesale products to blue chip customers such as Scotts Miracle-Gro, Cargill, Premier, Sherwin Williams, numerous California wineries, 3M, and Nestle Purina, among others.

Job Summary:

The Office & Business Services Manager will lead the Enoree facility’s front office operations and administrative functions, with a primary focus on Microsoft Dynamics 365 (D365) ERP processes, inventory coordination, and procurement. This hands-on position manages daily office workflow, maintains accurate business records and system transactions, coordinates purchasing and inventory activity, and supports timely financial and operational reporting. The role also provides accounting, HR, shipping, receiving, and warehouse administrative support. The successful candidate will be highly organized, detail-oriented, and comfortable working in a fast-paced industrial environment while partnering with plant leadership, corporate departments, vendors, customers, and employees to support efficient business operations.

Primary Responsibilities:

· Lead daily front office operations, set administrative priorities, coordinate office workflow, and ensure responsive visitor support, internal communications, and general site support.

· Manage and coordinate the site’s administrative functions, ensuring accurate documentation and timely follow-through for production, sales, shipping, procurement, inventory, accounting, HR, and plant operations.

· Support accounting functions, including month-end closing activities, sales order processing, shipping documentation, purchase order reconciliation, invoice processing, accounts payable and receivable support, expense tracking, and daily operational KPI reporting.

· Prepare, maintain, and distribute daily, weekly, and monthly reports related to production, sales, shipping, inventory, procurement, accounting activity, and other site performance metrics.

· Serve as the site’s primary resource for Microsoft Dynamics 365 (D365) ERP, coordinating daily system activity and maintaining accurate, timely transactions and records for inventory control, purchasing, receiving, sales, shipping, production, and reporting.

· Manage and maintain business records and file management processes across all areas of the facility, including accounting, purchasing, sales, shipping, HR, safety, regulatory, inventory, production, equipment, and operational documentation.

· Support HR processes by assisting with applicant review, interview coordination, new hire onboarding, employee records, payroll support, and communication with corporate HR regarding employee matters.

· Coordinate day-to-day procurement, including supplier research, quote collection, purchase order placement and tracking in D365 ERP, vendor follow-up, and vendor performance monitoring to support material availability and cost-effective purchasing decisions.

· Coordinate inventory control and warehouse administration, including accurate D365 ERP inventory records, material availability, receiving and shipping documentation, storage records, cycle counts, monthly inventories, and end-of-month inventory reporting.

· Partner with operations, production, finance, sales, shipping, corporate office, and external vendors to promote accurate communication, timely issue resolution, and efficient supply chain performance.

· Maintain accurate and up-to-date records related to production, safety, equipment maintenance, regulatory compliance, procurement, inventory, shipping, and financial activity.

· Prepare and submit required reports related to operations, safety inspections, production metrics, shipping activity, procurement, inventory, and other business requirements.

· Ensure administrative and recordkeeping practices support compliance with MSHA, OSHA, company policies, customer requirements, and other applicable regulations.

· Assist with special projects, process improvements, ERP-related initiatives, and cross-functional business needs as assigned.

· Maintain a clean, professional, organized, and public-ready office environment.

· Other duties as assigned.

Minimum Qualifications:

· Bachelor’s degree in business administration, accounting, operations management, supply chain, or related field preferred; equivalent experience may be considered.

· Prior experience in office management, front office operations, administrative functions, accounting support, procurement, inventory control, warehouse administration, or manufacturing site administration required.

· Supervisory, lead, or front office leadership experience preferred.

· Accounting knowledge and experience supporting closing activities, invoicing, sales, shipping, purchase orders, reconciliations, and KPI reporting required.

· Hands-on ERP experience required; Microsoft Dynamics 365 (D365) experience strongly preferred, particularly with purchasing, inventory, receiving, shipping, and reporting processes.

· Experience with inventory control, procurement, shipping, receiving, and warehouse documentation preferred.

· Ability to assist with application review, onboarding, payroll support, and employee file maintenance in coordination with corporate HR.

· Must be able to read and understand English and be proficient in business communications.

· Excellent computer skills with proficiency in Microsoft Office, especially Outlook and Excel, required.

· Ability to work with limited supervision, prioritize competing deadlines, and achieve results in a fast-paced industrial environment.

· Must be detail oriented and possess strong follow-up, auditing, reconciliation, and organizational skills.

· Must have clear, concise verbal and written communication skills.

· Must have a valid driver’s license.

Key Competencies:

· Front office operations, administrative coordination, and professional presence

· Strong accounting, reconciliation, and KPI reporting discipline

· D365 ERP process coordination, transaction accuracy, and follow-through

· Procurement, inventory, and warehouse coordination

· Strong attention to detail, organization, and file management

· Problem-solving and critical thinking

· Ability to work independently and collaboratively with plant and corporate teams

· Adaptability in a fast-paced, dynamic manufacturing environment

· Vendor communication and negotiation skills

Working Conditions:

· Nearly always work indoors – office environment

· May on occasion be exposed to loud sounds and distracting noise levels.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified. Dicalite Management Group, Inc is an Equal Opportunity Employer.

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person