Office Administrator

Aston Carter•Wilsonville, OR

6d•Onsite

About The Position

This role serves as the primary front desk and administrative support for a busy office environment. You will handle incoming calls, greet and assist walk‑in customers, process basic transactions, and perform accurate data entry to support daily business operations. The position requires strong communication skills, excellent attention to detail, and the ability to manage multiple tasks in a fast‑paced, customer‑focused setting.

Requirements

Previous experience in a receptionist, front desk, administrative, or customer service role.
Strong verbal and written communication skills for interacting with customers, visitors, and internal teams.
Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
Comfort handling multi‑line phone systems, customer inquiries, and transactional tasks.
Proven ability to perform accurate and timely data entry.
Strong organizational skills and attention to detail when managing records, mail, and front‑office activities.
Ability to manage multiple tasks and prioritize effectively in a fast‑paced environment.
Reliable, professional, and punctual work habits.
Customer service mindset with the ability to remain patient and helpful when assisting callers and walk‑in customers.

Nice To Haves

Experience with CRM and SAP systems for looking up information related to projects, orders, and customer records.
Experience processing payments, including checks and credit card transactions.
Familiarity with point‑of‑sale systems or internal business software.
Prior experience in a temporary, coverage, or support role.
Basic knowledge of pricing or sales support environments.
Background in office administration, office management, or administrative support.
Experience providing front desk support in a large or complex organization.

Responsibilities

Serve as the primary point of contact for incoming phone calls, answering promptly and routing calls accurately, typically handling 20–25 calls per day or more during busy periods.
Greet walk‑in customers and visitors in a professional, friendly, and helpful manner, supporting approximately 20 in‑person visitors per week.
Provide basic pricing information and general business information to customers as appropriate, ensuring clear and accurate communication.
Maintain a clean, organized, and professional front desk and reception area to create a welcoming environment for customers and visitors.
Coordinate incoming and outgoing mail, packages, and deliveries, ensuring items are received, logged, and distributed correctly.
Monitor and restock front‑office and common‑area supplies as needed to support daily operations.
Support walk‑in business by processing credit card transactions accurately and securely, following established procedures.
Perform routine data entry tasks with a high level of accuracy and attention to detail, including entering customer, pricing, and transaction information into internal systems.
Log and track incoming checks and payments according to established procedures, maintaining accurate records.
Maintain organized digital and physical records related to payments, mail, and front‑office activity for easy retrieval and audit readiness.
Assist with basic reporting or tracking logs as required, ensuring data is complete and up to date.
Review data entries for completeness and correctness to ensure data integrity across systems.
Support additional administrative tasks as assigned to help maintain smooth daily operations and assist internal teams.
Interact frequently with inside sales representatives to support orders, data entry, payments, and customer inquiries, managing expectations when team members are unavailable.
Provide courteous and effective customer service to callers and visitors, including scenarios where customers need assistance connecting with the appropriate internal contact.