Office Administrator

POSITION SUMMARY:

The successful Office Administrator will be self-motivated and able to work in a team environment. Duties include, but are not limited to managing office supplies, coordinating meetings and events, handling correspondence, general accounting, and general office duties. He/she must be able to work effectively at all levels of the organization, be results oriented, have strong decision-making abilities, and a creative problem solver.

KEY RESPONSIBILITIES:

• Perform a variety of office administrative functions
• Provide the first contact with customers and vendors as they arrive on premises or call the offices
• Oversee daily office activities, ensuring a smooth workflow, and implementing efficient procedures
• Coordinate with internal Facility Management Staff, external vendors, and external service providers (e.g., cleaners, repair providers, security companies, maintenance providers, etc.)
• Establish and maintain efficient filing systems, both physical and digital, and managing records
• Establish and maintain efficient office supplies system (e.g., copy paper, file folders, cleaning supplies)
• Schedule and organize internal and external meetings, events, and conferences
• Manage correspondence, including emails, phone calls, and handling inquiries from visitors and staff
• Assist with the onboarding process for new employees and coordinating the offboarding process for departing employees
• Assisting with training and development programs for office staff (e.g., CPR Training)
• Ensure the office environment is safe and compliant with health and safety regulations
• Implement and maintain office policies and procedures
• Reconcile freight (incoming and outgoing) charges, import and tariff charges
• Accounting; matching, and data entry of payables, and assist with managing accounts receivables
• Month End Closing and support including check run processing
• Maintain customer account files, research customer background, DnB reporting, credit history, banking, vendor forms, and credit references
• Communicate with vendors regarding purchase orders, delivery status and invoices
• Tracking incoming shipments of orders and blanket orders
• Respond to customer inquiries as needed to insure a timely response
• Maintain accurate Company Credit cards and receipts, and employee/contractor reimbursements
• Maintain reports on Sales Taxes
• Posting Job Ads
• Maintain organized and accurate To Do List

QUALIFICATIONS:

Critical Success Factors:

• Knowledge and experience in purchasing functions and supply chain basics are strongly preferred
• Excellent attention to detail and organizational skills
• Ability to work independently with minimal supervision
• Strong team player with the ability to work with employees of all levels
• Ability to work 50 hours weekly
• Ability to work in a fast moving environment

Required Skills/Experience:

• 2 years of experience in General Office Administration
• 2 years of Accounts Receivables/Payables experience in a manufacturing environment
• Must be authorized to work in the United States

Desired Skills/Experience:

• Advanced proficiency in MS Office: Excel and Word, Quickbooks
• Have thorough knowledge of all accounting functions and procedures

Education:

• High School Diploma

Physical Demands:

While performing the duties of this job, this position is regularly sedentary in nature with extensive use of a computer screen, but may require standing and walking, and the ability to intermittently kneel, stoop, bend at the waist, twist at the waist and reach. Along with the ability to read, write, and communicate clearly. This position may occasionally lift up to 20 lbs. (boxes, paper, office supplies, etc).

TRAVEL: Less than 5%

ABOUT PARTICLES PLUS, INC.:

Particles Plus engineers and manufactures feature-rich particle counters and air quality monitoring instrumentation. The company serves the Life Science, Food & Beverage, Pharmaceutical, Indoor Air Quality, Industrial Health & Safety, Cosmetic, Semiconductor, Aerospace and Data Storage industries.

This job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the department or unit. This job description may be changed at any time.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Application Question(s):

• Do you have at least 2 years of experience working with General Office Administration?

Work Location: In person

Salary : $65,000 - $70,000