Office Administrator

QuestSpecialty • Brenham, TX

10d • $18 - $25

About The Position

The Office Administrator supports the smooth and efficient operation of a manufacturing facility’s administrative functions. The role manages day-to-day office activities, coordinates communication between departments, supports management with organizational tasks, oversees scheduling, maintains records, and facilitates the flow of information. As a central point of contact, the Office Administrator helps create an organized work environment and supports the productivity and effectiveness of manufacturing operations.

Responsibilities span executive and corporate administration; office operations and facilities; tax compliance and government reporting; insurance and fleet administration; vendor and contract administration; sales, regulatory, and accounting support; and general compliance. The role also maintains accurate and confidential records and completes assigned filings, payments, renewals, and reporting on time.

Requirements

• High school diploma or equivalent.
• Minimum of 2 years of administrative experience, preferably within a manufacturing or industrial environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational and multitasking skills with attention to detail.
• Familiarity with basic accounting and budgeting principles.
• Excellent written and verbal communication skills.
• Ability to sit for prolonged periods and work on a computer, view and analyze data on computer screens for extended periods, occasionally stand, walk, or move within an office environment, communicate clearly, and occasionally lift or move light office items typically weighing up to 10–15 pounds.

Nice To Haves

• Associate degree or higher.
• Administrative experience in a manufacturing or industrial environment.

Responsibilities

• Provide administrative support to the CEO and Controller, including corporate documentation, NDAs, information requests, correspondence, records, notes payable files, and special projects.
• Coordinate business travel, meetings, calendars, employee relocations, and management reporting.
• Maintain organizational charts, job titles, corporate files, and alarm system access codes.
• Manage daily office operations, including mail, calls, correspondence, shipping, postage, office supplies, furniture, equipment, and vendor services.
• Coordinate company events and activities, including holiday parties, sales meetings, business dinners, employee celebrations, and catering.
• Coordinate bank deposits, certificates of insurance, facilities reporting, and other general administrative requirements.
• Prepare, coordinate, and file applicable sales and use tax, CAT, and other state tax returns and payments; communicate with Tax Consultants.
• Coordinate property tax reporting and payments.
• Prepare annual tax abatement reports for the City of Brenham and Washington County.
• Complete U.S. Census reports, Forms 1099 and 1096, and other required governmental filings.
• Provide backup support for EFTPS reporting and payments and assist with tax audits, information requests, and supporting documentation.
• Assist the Controller with commercial insurance applications, renewals, records, and claims, including property, liability, cyber, crime, management liability, and workers’ compensation.
• Manage company fleet administration, including vehicle purchases, sales, titles, registrations, insurance, claims, driver records, Fuelman cards, and vehicle transportation.
• Administer CardConnect, Corpay, and other merchant services; maintain credit card and payment records; and review processing rates.
• Coordinate vendor contracts, renewals, and negotiations, including Dun & Bradstreet, Experian, postage equipment, and other assigned services.
• Maintain records for company vehicles, credit cards, and other corporate agreements.
• Provide backup support for sales reports, representative commissions, sales representative onboarding and terminations, and customer announcements.
• Provide backup support for Regulatory Administration, including EFTPS reporting and authorized online payments.
• Assist Accounting with invoice issues, missing receipts, credit card discrepancies, reports, tax payments, and other accounting or administrative matters.
• Coordinate employee training registrations, online courses, and related administrative activities.
• Maintain accurate, organized, and confidential records and ensure timely completion of assigned filings, payments, renewals, and reporting requirements.
• Coordinate employee-related activities, including appreciation giveaways, company shirts, flowers, sympathy and get-well cards, and other approved arrangements.
• Support compliance with company policies, safety requirements, and applicable regulations.
• Perform other duties and special projects assigned by the CEO, Controller, or their designee.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED