Office Administrator

MAKS Plastics•Caldwell, ID

33d•Hybrid

About The Position

The Office Administrator plays a key role in ensuring the smooth day-to-day operations of the office. This position provides administrative support to leadership and staff, manages office functions, coordinates communications, and supports HR and accounting tasks as needed. The ideal candidate is organized, detail-oriented, and able to handle multiple priorities with professionalism and discretion.

Requirements

2+ years of experience in office management, administration, or finance-related roles (manufacturing experience preferred).
Strong understanding of AR, AP.
Basic HR Knowledge preferred.
Proficiency with accounting systems (e.g., QuickBooks, NetSuite) and MS Office Suite.
Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
Excellent communication, organization, and problem-solving skills.
Ability to manage multiple priorities and deadlines in a dynamic environment.
Strong written and verbal communication abilities.
Ability to handle confidential information with discretion.

Responsibilities

Serve as the first point of contact for visitors, vendors, and incoming communications.
Maintain accurate filing systems (electronic and physical).
Manage mail, shipping, and package delivery processes.
Support coordination of company events, meetings, and training sessions.
Maintain a clean, organized, and welcoming office environment.
Assist with onboarding activities, including preparation of new-hire materials and workspace setup.
Help maintain employee records and HR documentation.
Assist with time sheet collection and payroll preparation.
Coordinate employee communications and company-wide announcements.
Support HR initiatives and special projects, as requested.
Oversee customer billing and invoicing accuracy.
Proactively monitor outstanding receivables and ensure timely collections.
Partner with Customer Service to resolve customer billing inquiries and escalate issues as needed.
Oversee vendor invoice processing, expense tracking, and payment scheduling.
Maintain vendor files and manage vendor communication.
Ensure all payables follow proper approval workflows and are processed on time.
Backup the Customer Service team ensuring timely, accurate responses to customer inquiries.
As needed, handle escalated customer issues and collaborate with customer service and operations to resolve concerns.
Liaise between departments to support smooth information flow.
Draft and distribute internal communications, memos, and notices.