Title:                        Office Administrator                             Department:           Finance

Effective Date:         May 2026                                            FLSA Status:          Exempt

Summary of Position:

The Office Administrator works under the direction of the Plant Manager & Accounting Supervisor and supports the plant by performing a full-range of business and administrative functions and activities requiring an advanced level of accountability, initiative, confidentiality, problem solving and interpersonal skills. The Office Administrator exhibits expertise in Microsoft Office, including Excel, Word, on a day-to-day basis to complete assigned duties.

Essential Duties:

1. Processing of Purchase Orders in Manager Plus in a timely manner

1. Processing of Work Orders, including mobile equipment maintenance in Manager Plus

1. Helps with employee inquiries regarding payroll, timekeeping on other employee matters and coordinates communication with the HR / Payroll Manager.  Provides weekly confirmation to Payroll Manger time has been approved.

1. Helps with the employee onboarding process

1. Organizes office operations and procedures and corresponds accurately and timely with management staff at the plant as well as accounting.

1. Employs good knowledge and use of Microsoft Excel with the ability to create, edit, and efficiently complete spreadsheets in a face-paced environment

1. Enters data with the ability to efficiently complete projects and reports

1. Engages with all levels of management with advanced verbal and nonverbal interpersonal communication skills and the ability to present data

1. Coordinates the integration and tracking of inventory including deliveries and month end inventory (spare parts).

1. Ensures organization of the plant through screening correspondence, reviewing, and sorting mail, and is an initial point-of-contact for inquires

1. Assists with special organizational wide projects requiring office and administrative support

1. Performs other duties as assigned

Confidentiality:

Maintains confidentiality of information and reports and complies with all applicable compliance laws related to privacy.

Conduct:

Represents Ideal Pellets in a professional and courteous manner at all times

Dependability:

Regularly attends and is punctual for work

Supervision Received:

This position reports to the Plant Manager at Ideal Pellets.

Supervision Exercised:

Not Applicable

Physical Demands and Environment:

The Office Administrator will spend considerable time sitting and using office equipment and computers in a fast-paced work environment with many interruptions.

Working Schedule

• Works from 8am to 5pm unless otherwise instructed.

Knowledge, Skills, and Abilities:

• Intermediate Microsoft Word, Excel, and skills
• Advanced grammar, punctuation, and typing skills
• Excellent verbal and nonverbal communication skills
• Ability to multi-task on various projects with the ability to prioritize tasks based on business need

Education, Experience and Training:

• High school diploma required
• Preferred associate or bachelor’s degree is a plus
• Five years’ office administrative experience
• Data entry experience required
• Experience using D365 software or other ERP systems preferred