Office Administrative Assistant

Job Summary

The Office Administrative Assistant plays a critical role in supporting daily operations within a fast-paced manufacturing environment. This position goes beyond traditional administrative duties and requires a highly organized, proactive individual who can manage multiple responsibilities, anticipate needs, and ensure seamless coordination across office and operational functions. This is not a static role. The ideal candidate is adaptable, solution oriented, and comfortable wearing many hats. Success in this role depends on strong critical thinking skills, self-motivation, accountability, and consistent follow-through.

ESSENTIAL FUNCTIONS:

Facility and Office Management

· Oversee the day-to-day functionality and upkeep of the office and facility

· Coordinate janitorial, maintenance, repairs, and vendor services as needed

· Ensure the office environment is organized, safe, and operating efficiently

· Manage office supply inventory and reorder materials to avoid disruptions

Shipping and Logistics Coordination

· Coordinate outbound shipments with internal teams and carriers

· Ensure accuracy and timeliness of shipping documentation

· Track shipments and proactively communicate updates or delays

• Support troubleshooting of shipping or delivery issues

Customer Communication and Order Processing

• Send new order acknowledgements promptly and accurately
• Issue shipment confirmations and provide tracking details to customers
• Maintain clear, professional communication with customers and teammates

Administrative and Operational Support

• Manage incoming mail, postage, and general office correspondence
• Support phone coverage as needed, ensuring a professional customer experience
• Support purchasing as needed
• Maintain organized records and documentation related to office and operational activities
• Assist with data entry, reporting, and coordination tasks across departments
• Serve as primary backup for all office functions

Travel and Visitor Coordination

• Coordinate all arrangements for office visitors, including scheduling, room preparation, and logistics
• Organize and manage hospitality for visitors, including breakfast, lunch, and refreshments
• Ensure a welcoming, professional, and well-organized experience for all guests
• Other duties as required

QUALIFICATIONS

· Five (5) years experience in office management, administrative coordination, or operations support preferred

· Experience in a manufacturing or logistics environment is a plus

· Strong organizational and time management skills

· Excellent written and verbal communication abilities

· Ability to multitask and prioritize effectively in a dynamic environment

· High attention to detail and accuracy

· Proficiency with standard office software and systems

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person