Office Adminstrator

Duties/Responsibilities

Brief Description

• Serve as the primary contact for the Charlotte location.
• Monitoring the flow of the office – confirming and checking-in visitors and guests, notifying respective parties of their arrival.
• Assist with facility access management, including issuing badges/fobs and coordinating with Security or IT as needed).
• Maintain service contract documents in the Inolex Contract Management System as well as coordinating cleaning, maintenance, and repairs of office equipment.
• Organize onsite vendor scheduling (janitorial, waste services, pest control, equipment servicing, etc.).
• Track vendor performance and escalate issues when services are delayed or out of specification.
• Maintain and stock office inventory as needed. Includes but is not limited to: office supplies, safety equipment, PPE, and refreshments.
• Order and coordinate office-specific shipping and receiving information and activities, ensuring timeliness and compliance to specifications.
• Review and approve basic facility-related invoices, ensuring accuracy before submitting to Finance.
• Produce new ideas to simplify or revise current ordering practices for a more efficient purchasing process.
• Develop solutions, communicate status, and follow up on the progress with both internal and external customers on orders.
• Provide clerical support to the broader site Team (EHS, Engineering, HR, QC, etc.) when needed to assist staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents for training or events.
• Maximize & maintain relationships with our existing partners (vendors/carriers).
• Coordinate office events which may include catering breakfast, lunch or coffee when requested, ensuring healthy options are available.
• Support company communication efforts, such as positing announcement or sending office-wide updates.
• Organize and run employee engagement activities with a goal of one onsite and one offsite activity each quarter; incorporate community outreach when possible.
• Oversee recycling and waste reduction programs, ensuring alignment with Inolex’s environmental sustainability goals.
• Perform other related duties as assigned.
  

Requirements

Required Skills/Abilities:

To perform in 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills
• Excellent attention to detail and problem-solving skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite and comfort learning new digital tools and systems
• Strong ability to multitask
• Must remain calm and professional in a fast-paced environment.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to exercise good judgment, maintain confidentiality, and handle sensitive information appropriately.
  
  

Education And Experience

• At least three (3) years of administrative and clerical experience required.
• Bachelor’s degree from four-year college or university and a concentration in office administration or related field strongly preferred.
• Purchasing systems understanding and ERP experience preferred.
• Experience supporting a manufacturing, industrial or multi-functional environment a plus.
  
  

Summary

Physical Requirements:

• Located in an office setting adjacent to a chemical manufacturing facility that produces ingredients for health, beauty and wellness products.
• Prolonged periods of sitting at a desk and working on a computer.
  
  

This company is an Equal Employment Opportunity Employer (EOE/including disability/vets).