What are the responsibilities and job description for the Office Administrator position at HSI Manufacturing?
JOB TITLE Office Administrator
TERMS Full Time
SALARY/RATE $27-30/hour
WORK HOURS Monday – Thursday 7:00-4:30
Friday 7:00-11:00
***THIS IS A ONSITE ONLY POSITION***
ABOUT US
HSI Manufacturing is a family-owned and operated business based in Buffalo, MN. Our 75,000 square ft. facility houses over 150 types of equipment specializing in short to medium run metal fabrication of precision parts. We are passionate about our team of quality people making quality parts. We make sure that our parts, whether stamped, machined or welded - meet all industry standards for accuracy and quality. We view each employee as a valuable member of our team and we take great interest in your work and your success.
HSI Manufacturing is seeking a dependable, organized, and proactive Office Administrator to join our team.
This is a key position within our small manufacturing company, supporting customer service, order processing, accounting, payroll, and day-to-day office operations. The person in this role will work closely with our existing office team, cross-train in multiple areas, and gradually take on additional responsibilities as our department transitions.
We are looking for someone who doesn't simply wait to be told what to do. The right person will be a forward thinker, problem solver, and strong communicator who notices what needs attention, takes ownership, and follows things through to completion.
Key Responsibilities
Customer Service & Order Processing
- Receive and process customer orders accurately and efficiently
- Enter customer orders into the company system and ensure all required information is complete
- Review customer purchase orders for accuracy, including pricing, quantities, part numbers, and delivery requirements
- Communicate with customers regarding orders, lead times, delivery dates, changes, and other order-related questions
- Build and maintain positive relationships with customers through professional, responsive communication
- Serve as a point of contact for customers by phone and email
- Proactively follow up with customers when additional information or clarification is needed
- Coordinate with production, shipping, estimating, and other departments to help ensure customer needs are met
- Assist with resolving customer questions or concerns and follow issues through to resolution
- Provide order confirmations, shipping information, invoices, and other requested documentation
- Maintain accurate and organized customer and order records
- Develop a working knowledge of our products, customers, and manufacturing processes to provide knowledgeable customer support
Accounting Support
- Process accounts payable, including entering invoices, matching documentation, and preparing payments
- Assist with accounts receivable, including invoicing, posting payments, account follow-up, and maintaining accurate customer records
- Respond to customer and vendor questions regarding invoices and accounts
- Maintain organized and accurate financial documentation
Administrative & Office Support
- Provide administrative support and backup coverage for daily office operations
- Maintain organized electronic and paper records
- Perform accurate data entry and maintain information within company systems
- Assist with employee and administrative documentation
- Learn multiple office functions to provide coverage during vacations, absences, and other periods of need
- Cross-train with existing staff and gradually assume additional responsibilities
- Identify items that need attention and take initiative to follow them through to completion
- Help improve administrative processes and office organization as opportunities are identified
- Assist with other administrative and office responsibilities as needed
What We're Looking For
The ideal candidate is someone who is:
- Highly organized and able to manage multiple priorities
- Dependable, consistent, and accountable
- Detail-oriented with a strong focus on accuracy
- Friendly, professional, and comfortable engaging with customers
- A strong written and verbal communicator
- A forward thinker who anticipates needs rather than always waiting for direction
- Willing and eager to learn different areas of the business
- Comfortable working independently and taking ownership of responsibilities
- Able to prioritize and shift gears when circumstances change
- A problem solver who is willing to investigate an issue and help find a solution
- Comfortable handling confidential information
- A team player who understands that in a small company, everyone occasionally helps outside of their primary responsibilities
Qualifications
- Previous experience in an administrative, customer service, office, bookkeeping, or accounting support role preferred
- Experience processing customer orders or working in a business-to-business customer service environment preferred
- Accounts payable and/or accounts receivable experience preferred
- QuickBooks experience is a plus
- Strong computer skills, including Microsoft Office
- Strong organizational and communication skills
- Ability to maintain accuracy while managing multiple responsibilities
- Manufacturing experience is helpful but not required
About the Opportunity
This is more than a traditional administrative position. Because we are a small company, this person will have the opportunity to learn multiple areas of the business and become an important part of keeping our office and customer relationships running smoothly.
We are looking for someone who wants to learn, grow, take ownership, build relationships with our customers, and become a trusted member of our team.
Pay: $27.00 - $30.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Work Location: In person
Salary : $27 - $30