OFFICE ADMINISTRATOR

Hanes Supply•Buffalo, NY

3d•$19 - $20•Onsite

About The Position

The Office Administration & Operations Coordinator supports the efficient operation of Hanes Supply Inc.’s business office by coordinating administrative services, maintaining accurate records, and serving as a key point of contact across departments. The role combines customer and vendor support, accounting documentation, fleet administration, and quality-related paperwork while helping improve processes and digital workflows. The position is primarily office-based and generally sedentary, with occasional standing, walking, filing, and handling routine office materials. It operates in a professional office environment and routinely uses computers, phones, photocopiers, fax machines, scanners, and printers. The position is available in person only; remote work is not available. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions. A pre-employment drug, alcohol, and physical screening test is required as a condition of employment. The company may also conduct a reference and/or background check. Compensation is determined by experience and other factors of the law.

Requirements

High school diploma or equivalent required.
Strong Microsoft 365 skills, particularly Outlook, Word, and Excel.
Ability to learn ERP, document management, and fleet software.
Demonstrated organization, attention to detail, and professional communication.
Sound judgment and ability to manage multiple priorities.
Successful completion of a pre-employment drug, alcohol, and physical screening test is required.
A resume must be included for consideration.

Nice To Haves

Additional education in business, accounting, or a related field.
Two or more years of administrative or business office experience.
Experience with fleet administration, quality documentation, or Certificates of Conformance.

Responsibilities

Manage daily office administration, respond to incoming calls and electronic inquiries, welcome visitors, and follow established ISO check-in procedures.
Coordinate correspondence and mail, maintain organized digital files, order office supplies, and arrange service for office equipment.
Provide administrative assistance to Human Resources, support departmental projects, and help maintain consistent office coverage and responsive communication.
Prepare and distribute customer invoices, statements, proofs of delivery, and other requested records.
Scan, verify, index, and maintain packing slips, pick tickets, delivery logs, credit applications, and payment documentation in approved systems, including MaxRecall where applicable.
Support routine accounts payable, accounts receivable, and collections activities, and coordinate vendor liability insurance certificates.
Coordinate administrative fleet activities, including vehicle and driver records, assignments, registrations, insurance documents, inspection reports, and maintenance history.
Keep fleet management software current, monitor alerts and upcoming renewals, track preventive maintenance and inspection deadlines, and follow up with responsible personnel.
Coordinate with internal departments and outside vendors on fleet service scheduling and documentation; maintain fleet invoices and records; and report overdue items or discrepancies to management.
Prepare, verify, issue, and electronically archive Certificates of Conformance using approved templates and available order, product, shipment, and traceability information.
Review certificate details against supporting documentation, coordinate with Sales, Operations, Quality, and vendors to resolve missing information, and ensure records are accessible for customer requests and audits.
Follow established approval procedures and refer technical compliance decisions to authorized personnel.
Coordinate administrative priorities, cross-training, and backup coverage to keep essential activities moving.
Help streamline procedures through digital recordkeeping, automation, accurate data entry, and improved communication across Finance, Operations, and IT.
Exercise sound judgment, protect confidential information, and follow company policies, internal controls, and safety requirements.