Office Administrator Jobs

About The Position

Requirements

• High school diploma or equivalent required
• 2+ years of office administrations, clerical, or project support experience
• Strong typing and document preparation skills
• Proficiency in MS Office (Outlook, Word, Excel)
• Excellent organizational, time-management, and multitasking skills
• Strong attention to detail, particularly when reviewing orders and documentation
• Professional communication skills and phone etiquette
• Experience in a project-based or equipment-focused environment
• Familiarity with purchase orders, order tracking, and manufacturer coordination
• Experience assisting with submittals, closeouts, or warranty coordination
• Knowledge of ERP or project management systems

Nice To Haves

• associate's degree preferred

Responsibilities

• Manage day-to-day office operations, including phones, mail, supplies, and general office coordination
• Answer and direct incoming phone calls in a professional and customer-focused manner
• Perform general typing and administrative duties, including preparation of quotations, purchase orders, and correspondence
• Maintain accurate and organized electronic and physical filing systems
• Review factory order acknowledgments against purchase orders to ensure accuracy of pricing, quantities, specifications, and delivery dates
• Verify ship dates, track orders status, and proactively expedite orders when necessary
• Communicate with manufacturers and vendors to resolve discrepancies and obtain updated order information
• Assist project teams with submittals, including compiling required documentation and coordinating approvals
• Support project closeout activities by assisting with closeout packages, operation & maintenance manuals, and related documentation
• Coordinate equipment demonstrations for projects, including scheduling with manufacturers, vendors, and internal teams
• Coordinate and follow up on warranty service calls to ensure timely resolution and customer satisfaction
• Assist with scheduling meetings, managing calendars, and preparing meeting materials
• Draft, edit, and distribute internal and external communications
• Support accounting, sales, and operations teams with administrative tasks as needed
• Assist with special projects and ad hoc requests to support business operation