Manufacturing Office Administrator

Mauser Packaging Solutions•North Wales, PA

15h•Onsite

About The Position

This role provides comprehensive administrative support across multiple departments including Customer Service, Production, Accounts Payable, and Human Resources. The Manufacturing Office Administrator will be responsible for a variety of tasks to ensure smooth operations, including customer order management, production support, invoice processing, office supply management, and basic HR administrative functions. The position requires strong organizational skills, attention to detail, and the ability to interact professionally with various stakeholders, including customers, plant personnel, and management.

Requirements

Minimum of a High School diploma/GED.
5-7 years’ Office Administrative experience required.
Microsoft Office Suite – basic to above average computer skills including Excel.
Ability to perform basic quantitative skills.
Ability to work with all areas of the business including plant and sales personnel.
Professional verbal and written communication skills.
Always conduct oneself with highest level of professionalism.
Strong customer service advocacy and problem-solving skills.

Nice To Haves

Associates or bachelor’s degree preferred but not required.
CRM experience preferred.
Bilingual English/Spanish a plus but not required.

Responsibilities

Establish relationships with customers and resolve complaints.
Manage order entry and maintenance for assigned accounts.
File customer paperwork such as shipping documentation and orders.
Review plant delivery schedules against requested dates and resolve conflicts.
Communicate order confirmations, changes, and cancellations to customers and internal teams.
Submit Delivery Receipts for billing and prepare Credit Memos.
Prepare reports for Plant Management and customers (e.g., inventory, open orders).
Track shipments associated with invoices.
Process plant claims for shortages, quality issues, and miscellaneous items.
Print work orders and report daily production.
Compile data from multiple sources into spreadsheets, create graphs, and prepare presentations.
Confirm incoming materials against packing lists and update inventory.
Complete inventory cycle counts.
Coordinate orders, schedules, and carriers for outbound loads.
Print and collect Bills of Lading (BOLs) as orders are shipped.
Confirm work orders are released correctly and resolve issues.
Work with offsite Customer Service Representatives.
Code and enter invoices.
Complete 3-way match for invoices.
Resolve errors with receipts on the unmatched report.
Reconcile price differences between POs and invoices.
Maintain Accounts Payable records.
Prepare documents for month-end accruals.
Communicate payment information to vendors.
Order office supplies, janitorial supplies, and miscellaneous plant items.
Restock breakrooms and office supplies.
Maintain capital files.
Check production entered against production reported.
Sign for packages.
Sign vendors and visitors in/out.
Assist with tracking PTO/vacation requests.
Keep employee communication boards updated with postings.
Act as a liaison for basic HR-related questions.
Track and coordinate plant celebrations.
Coordinate and order lunches/dinners for trainings and visits.
Collect confidential employee items (e.g., doctor's notes) when HR is not onsite.
Assist with Open Enrollment activities and communications.
Conduct pre-employment mouth swab drug tests.
Conduct new hire onboarding using the Oracle platform.
Perform electronic I9/E-verify.
Phone screen hourly candidates.
Help coordinate, schedule, and participate in onsite job fairs.