Office Administrator / Administrative Assistant

Coastal Precast Systems•Cape Charles, VA

5d•Onsite

About The Position

We are seeking a friendly, professional, and highly organized Office Administrator to serve as the right hand to our Plant Manager and the central point of contact for our facility. This is a flexible, hands-on role that blends executive-style administrative support — calendar coordination, email correspondence, and meeting scheduling — with front-office operations such as answering phones, greeting visitors, and managing mail. The ideal candidate keeps the office running smoothly, anticipates needs before they arise, and is comfortable wearing many hats in a fast-paced manufacturing environment.

Requirements

High school diploma or equivalent required.
Previous experience as an administrative assistant, executive assistant, receptionist, or in office/customer service support — preferably supporting a manager or executive.
Strong proficiency with Microsoft Outlook, including calendar management and professional email correspondence.
Proficiency with the broader Microsoft Office suite (Word, Excel).
Excellent verbal and written communication skills.
Strong organizational, multitasking, and prioritization abilities.
High attention to detail and accuracy.
Discretion and good judgment when handling confidential information.
Flexible, adaptable, and able to work both independently and as part of a team.
Professional, dependable, and personable demeanor.

Nice To Haves

The ideal candidate is dependable, resourceful, and enjoys being the person who keeps everything running. They take initiative, adapt easily as priorities shift, and are comfortable supporting leadership while also managing the day-to-day flow of a busy office. If you take pride in being organized, helpful, and a step ahead, we’d love to hear from you.

Responsibilities

Manage the Plant Manager’s Outlook calendar — schedule, prioritize, and coordinate meetings, appointments, and travel.
Monitor, draft, and respond to email correspondence on behalf of the Plant, ensuring timely follow-up.
Prepare, format, and proofread documents, reports, and correspondence as needed.
Anticipate the needs of the Plant Manager and proactively handle administrative details so leadership can focus on operations.
Answer and direct incoming phone calls in a courteous, professional manner.
Greet customers, vendors, and visitors and assist them as needed.
Receive, sort, and distribute incoming mail, emails, and deliveries; handle outgoing mail and shipments.
Keep the reception and office areas clean, organized, and welcoming.
Maintain organized filing systems and accurate company records.
Order and maintain office supplies and equipment.
Assist with accounts payable and receivable tasks as needed.
Coordinate communication between customers, drivers, and production staff.
Assist customers with inquiries, orders, and general information.
Support management and staff with administrative and clerical duties, and perform other related tasks as assigned.