Description

Summary

The Office Administrator provides comprehensive administrative support across accounting, human resources, logistics, and office operations to ensure efficient business processes and foster a collaborative workplace environment.

Essential Duties and Responsibilities: include the following. Other duties may be assigned as necessary to carry out essential job functions, included but not limited to:

Accounting & Finance

• Manage accounts receivable, including customer setup, statements, and collections.
• Process credit applications and vendor terms documentation.

Human Resources

• Assist with FMLA, short-term disability paperwork, and workers’ compensation claims.
• Coordinate employee recognition programs (e.g., Employee of the Month).
• Maintain HR documentation and organize resumes.
• Respond to employee inquiries regarding HR policies, benefits, and procedures, ensuring timely and accurate information.
• Refer complex or unresolved inquiries to the Corporate Human Resources Manager.

Logistics & Operations

• Coordinate Canadian shipments and support logistics clerks.
• Process trailer buybacks and warranty return authorizations (RMAs).
• Maintain trailer pickup and delivery tracking spreadsheets.

Compliance & Transportation

• Ensure DOT compliance: driver records, physicals, licenses, drug testing, and accident logs.
• File fuel taxes (IFTA, Oregon) and manage vehicle registrations.
• Renew MS-150 and UCR annually.
• Manage Pre-pass accounts and certifications.
• Create Driver timecards and submit to Corporate Human Resources for payroll processing

Office & Culture

• Review vendor and supplier contracts to prevent auto-renewals.
• Manage customer inquiries unrelated to product issues and update systems with current information.
• Oversee office administrative duties, maintain office equipment and maintain adequate supply inventory.
• Coordinate employee engagement activities, including monthly celebrations and office events in collaboration with the Inside Sales Manager.

Qualifications

All Employees

• Follow Mission, Vision & Values.
• Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
• Continue to grow lean knowledge and use the tools to identify and assist with continuous improvement.
• Comply with safety regulations and maintain clean and orderly work areas.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience:

• Associate's degree; and  3-5 years related experience and/or training; or equivalent combination of education and experience.   Bachelor's degree preferred.
• Proficiency in computers is required, particularly in Microsoft Office-based programs. 
• Familiarity with Epicor or similar ERP systems.
• Excellent organizational and multitasking skills.
• Strong interpersonal and communication abilities.
• Ability to handle confidential information with discretion.

 Language: Ability to read and write and comprehend instructions, correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability: Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Qualifications: Must be willing to learn and practice continuous improvement techniques such as the 5S. Able to participate and lead in a team-oriented environment, willingness to assist and train others. Demonstrate safe behavior and support department/plant Safety goals in a continuous improvement process.  Able to work a flexible schedule, including overtime, weekends before and after schedule as needed.  Ability to read and interpret documents such as safety rules and procedure manuals. Ability to speak effectively before groups of customers or employees of organization.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this Job, the employee is regularly required to sit, use their hands and arms; talk and hear; and focus on objects close up. The employee is frequently required to walk; use hands to finger, handle, or feel; reach with hands and arms .The employee is required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

Working conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the office environment is usually quiet.