Office Administrator
About The Position
The Executive Assistant Office Administrator serves as the first point of contact for visitors, vendors, customers, and employees at the corporate office. This position provides high-quality administrative and clerical support to ensure smooth daily operations and a professional image of the organization. The ideal candidate demonstrates exceptional customer service, strong organizational skills, and the ability to manage multiple priorities while maintaining confidentiality and accuracy. This role plays an integral part in supporting the business operations by coordinating office activities, managing communications, assisting leadership with administrative projects, and helping ensure that the corporate office functions efficiently and professionally.
Requirements
- Strong customer service orientation with a professional and friendly demeanor.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); Adobe Acrobat experience preferred.
- Highly organized and detail-oriented; able to manage multiple priorities in a fast-paced environment.
- Ability to work independently and maintain confidentiality.
- Solid judgment and problem-solving skills with a proactive, “can-do” attitude.
- Professional appearance and adherence to corporate standards.
- High School Diploma or GED required; Associate degree preferred.
- Minimum of 3+ years of administrative or office management experience required.
- Ability to sit, stand, and walk for extended periods.
- Ability to lift and carry up to 40 pounds occasionally (e.g., office supplies, mail).
- Clear communication by phone and in person.
- This position is 100% onsite.
- Ability to navigate all areas of the facility, including office spaces, warehouse areas, and the exterior perimeter.
- Must wear required personal protective equipment (PPE) as necessary to safely perform job duties.
Nice To Haves
- Familiarity with manufacturing or food industry operations a plus.
- Experience in a corporate office or manufacturing business environment preferred.
- Prior experience supporting senior leadership teams a plus.
Responsibilities
- Greet and assist all visitors, vendors, and employees in a professional, courteous manner; ensure sign-in/out procedures are followed and security protocols maintained.
- Answer and route incoming calls promptly, providing accurate information or directing inquiries to the appropriate staff member.
- Manage incoming and outgoing mail, courier deliveries, and packages; maintain organized mail distribution systems.
- Maintain the professional appearance of the reception, lobby, and adjacent areas at all times.
- Provide general information about company operations, policies, or meeting logistics as needed.
- Provide administrative and clerical support including filing, typing, data entry, report preparation, and document organization.
- Maintain employee, vendor, and departmental records assigned, ensuring confidentiality and compliance with company policies.
- Schedule meetings, appointments, and conference rooms; coordinate catering, technology setup, and logistics.
- Support internal communications, correspondence, and company announcements.
- Maintain office supply inventories; order and restock supplies with supervisor approval.
- Assist with coordination of maintenance and housekeeping requests for the corporate office.
- Assist with new employee onboarding logistics (office setup, access badges, orientation materials, etc.).
- Prepare and reconcile expense reports, purchase orders, and invoices as assigned.
- Provide administrative assistance to the CEO by managing calendars, drafting correspondence, and tracking key projects or deliverables.
- Prepare and format presentations, reports, and meeting materials for leadership and department reviews.
- Assist with internal and external meeting coordination, including customer visits, board meetings, and company events.
- Exercise discretion in handling confidential and sensitive information, including personnel and business matters.
- Support cross-functional projects related to operations, safety, quality, and compliance initiatives.
- Identify opportunities for improved office systems, communication flow, and administrative efficiency.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
