Office Administrator

Job Title
Office Administrator

Location
Buffalo, NY

Department
Administration / Operations Support

Employment Type
Full-Time | Non-Exempt

Company Overview
GTI Fabrication designs, engineers, and manufactures complex modular systems supporting energy storage, data center infrastructure, defense, and industrial markets. Operating in a fast-paced manufacturing environment, GTI relies on strong operational support functions to ensure smooth day-to-day execution across departments.

Position Overview
GTI is seeking a professional and detail-oriented Office Administrator to serve as the first point of contact for visitors, vendors, and internal teams while providing administrative support across departments. This role is critical to maintaining an organized, secure, and efficient office environment within a manufacturing setting.

The Office Administrator supports front desk operations, internal communication, documentation control, and coordination across Operations, Engineering, Safety, and Leadership teams.

Key Responsibilities

Front Desk & Visitor Management

• Greet visitors, clients, and vendors in a professional and courteous manner
• Manage visitor sign-in procedures and ensure compliance with company security protocols
• Answer and direct incoming phone calls, emails, and correspondence
• Maintain a clean, organized, and welcoming front desk area

Administrative & Clerical Support

• Perform general administrative duties including filing, data entry, document preparation, and record maintenance
• Manage incoming and outgoing mail, packages, and deliveries
• Create and maintain organized databases, records, and digital filing systems
• Assist in preparing reports, presentations, and internal documentation
• Maintain confidentiality of sensitive company information

Scheduling & Coordination

• Schedule meetings, appointments, and conference room bookings
• Coordinate travel arrangements for staff and leadership
• Support company meetings, internal events, and facility activities
• Coordinate office appearance and cleaning activities with vendors and internal teams

Operational & Manufacturing Support

• Assist with preparing shipping documents, work orders, and inventory logs
• Support document control for manufacturing operations
• Collaborate with Operations and other departments to ensure smooth communication and workflow
• Provide Environmental Health & Safety support including documentation assistance, record maintenance, and inspection preparation
• Participateas a member of the Safety Committee

Office & Supply Management

• Maintain office supply inventory and place orders as needed
• Monitor shared administrative resources and ensure availability
• Support organization and upkeep of shared office spaces

Required Qualifications

• High school diploma or equivalent required
• 1–3 years of experience in an administrative, office coordinator, or front desk role
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to multitask and prioritize in a fast-paced manufacturing environment
• Strong organizational skills with high attention to detail
• Ability to maintain confidentiality and professionalism

Preferred Qualifications

• Associate’s degree in Business Administrationor related field
• Experience supporting operations in a manufacturing or industrial environment
• Experience supporting Environmental Health & Safety documentation