Office Administrator

PURPOSE   The purpose of this position is to ensure the accurate and efficient processing of customer orders from initial entry through final delivery. This role supports coordination between sales, production, and shipping teams while maintaining organized documentation, timely communication, and smooth workflow operations. Additionally, the position provides administrative and office support to help maintain an efficient, well-organized, and customer-focused work environment.   ESSENTIAL DUTIES AND RESPONSIBILITIES   Daily Coordination & CommunicationCommunicate regularly with the sales team to confirm job details, timelines, and priorities. Help ensure orders are processed on time and resources are properly assigned throughout production and delivery. Order Documentation & ProcessingPrint, organize, and verify order paperwork to ensure information is accurate and routed correctly. This helps reduce errors, eliminate duplicate work, and keep production moving efficiently. Order Tracking & CompletionMonitor the status of active orders and ensure they are properly closed once completed. Maintain accurate records so teams can easily track progress, delivery status, and job locations. Pick Ticket Preparation & OrganizationPrepare and sort order pick tickets so warehouse and production teams can efficiently pull, load, and complete orders without delays or mistakes. Shipping & Order Fulfillment SupportAssist with shipping documentation and confirmations to ensure orders are sent out on time. Help manage backorders, track deliveries, and support accurate billing and performance reporting. Accounting Support (Invoicing & Expense Coding)Assign appropriate accounting codes to invoices and expenses to support accurate financial reporting and cost tracking. General Administrative SupportPerform routine office tasks such as scanning documents, managing office supplies, and tracking receipts.   MINIMUM REQUIREMENTS   To perform 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.   High school diploma or General Education Degree (GED) and one (1) year administrative or related experience; or an equivalent combination of education and experience.   COMPETENCIES   1. Organizational Skills Ability to manage multiple tasks, documents, and priorities simultaneously Maintains structured systems for tracking orders, paperwork, and deadlines 2. Attention to Detail Ensures accuracy in order processing, documentation, billing, and data entry Identifies and corrects errors before they impact production or delivery 3. Communication Skills Effectively communicates with sales, production, and office staff Clearly conveys order details, updates, and issues across teams 4. Time Management & Prioritization Handles high-volume workflows and competing deadlines efficiently Prioritizes tasks to ensure on-time order processing and delivery 5. Problem-Solving Identifies process gaps, delays, or discrepancies and helps resolve them Proactively addresses issues to prevent workflow disruptions 6. Customer Service Orientation Supports internal and external customers by ensuring timely and accurate order fulfillment Maintains a professional and helpful approach when handling inquiries 7. Technical & Administrative Proficiency Comfortable with data entry systems, order tracking tools, and basic accounting functions Proficient in standard office software (e.g., Microsoft Office) 8. Coordination & Collaboration Works effectively across departments to keep operations aligned Supports teamwork between sales, production, and shipping 9. Adaptability Adjusts quickly to changing priorities, workloads, or business needs Handles a mix of operational and administrative tasks 10. Process Improvement Mindset Looks for ways to improve efficiency, reduce errors, and streamline workflows 11. Accountability & Reliability Takes ownership of tasks and follows through to completion Consistently meets deadlines and maintains high-quality standards 12. Safety Awareness Understands and follows workplace safety procedures Supports a safe and compliant work environment WORK ENVIRONMENT / PHYSICAL ACTIVITY   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Work is generally performed in an office setting and generally sedentary but may involve walking or standing for brief periods of time. May be required to occasionally lift, carry, push, pull, or otherwise move objects up to 25 pounds.