Office Administrator

We are searching for an Office Administrator for a local manufacturing company.  The Office Administrator will support leadership and personnel through maintaining facilities, purchasing, scheduling, and communication. Effectively represent the department and leadership to both internal and external contacts.

What You’ll Do:

• Coordinate with internal personnel and external contractors to accomplish minor projects, renovations, and repairs in the R&D office facility. Examples include office equipment, furniture, lighting, and restrooms.
• Initiate and lead facility Capital Expenditure Requests: Develop initial scope of work with justification, obtain quotes, develop a PowerPoint to share with senior leadership, and ensure that the project is completed on time within the approved budget.
• Ensure the reception area, kitchens, and conference room spaces throughout the R&D office are professionally maintained, stocked, and tidy.
• Ensure conference rooms are properly set up and electronics are functional in advance of meetings and equipment has been stored and is properly powered down after meetings end.
• Operate as the Oracle ERP buyer for R&D (submit requisitions & generate POs) and provide training and guidance to R&D personnel.
• Assist with the setup of new suppliers in the ERP system including new account setup with vendors (payment terms, credit references, etc.)
• Maintain inventory of office supplies, breakroom supplies, snacks, and drinks as directed (this includes placing orders, providing payment, coordinating delivery to proper location).
• Manage budget for R&D general account which includes new vendor setup, coding invoices, processing payment through AP and P-Card transactions, reconciling financials, re-classifying errors to proper cost code, reviewing vendor invoices for accuracy, and collaborating with AP to solve challenges.
• Routinely monitor the facility and ensure that any necessary repairs are properly completed in a timely manner.
• charters, office equipment, and conferences. Coordinate and implement the purchase or use of these services.
• Arrange events, meetings, or conferences by scheduling facilities and caterers, disseminate information or invitations, coordinate speaker/s, and manage event budget.
• Prepare R&D-wide correspondence, respond to inquiries, and support R&D leadership by providing clear communication.
• Serve as a primary contact for other business units, plant operations, visitors, and security.
• Create, edit, and generate presentations, contribute to project teams, and plan meetings.
• Distribute incoming mail and prepare outgoing mail or shipments which may include using the postage meter. Immediately notify the recipient of incoming certified mail, FedEx, UPS, overnight envelopes, packages, and boxes.
• Maintain meeting room calendars, prepare meeting rooms for events as needed, record meeting minutes, and return meeting room back to the original configuration.
• Prepare visitor itineraries, coordinate lab and plant tours, schedule meeting rooms, and arrange meals as needed.
• Arrange complex and detailed travel plans and itineraries, compile travel documents, and prepare and complete expense reports.
• Assist management with new employee orientation, onboarding activities, and partnering with HR in connecting new staff with the organization.
• Create, generate, maintain, and edit documents and spreadsheets using Microsoft Office products, database management, desktop publishing, and graphic programs.
• Collect, maintain, and prepare reports, as needed.
• Other duties as assigned

What You’ll Need:

• High school diploma or equivalent
• Bachelor’s degree in business, finance, accounting, or related field
• Minimum 7 years of relevant work experience
• Experience with purchasing (ERP, Oracle) type systems
• Proficient computer skills, and in-depth knowledge of relevant software such as MS Office Suite (Excel, Word, SharePoint, Outlook, PowerPoint, etc.).
• Experience in business writing (executive-level correspondence for internal and external
• dissemination)
• Experience in information dissemination for internal/external clients
• Experience in working in a multiple manager environment
• Experience in administration and clerical procedures/equipment (i.e., files, electronic files, and records management)
• Must maintain a high degree of confidentiality.
• Must be able to lift 30 pounds.

The pay range for the Office Administrator $75k annually depending on experience and skill sets.

All offers of employment are contingent on meeting the background and drug test requirement.

By applying for this position, you are confirming that the information you are providing is true and correct. You understand that the information you are providing will be sent to WorkForce Walker Personnel “Company” for the purpose of consideration for employment, but that Company has made no commitment (formal or otherwise) of employment to you at this time. By completing this application, you are authorizing Company to contact companies, schools, and persons named on this application, for the purposes of evaluation as a candidate for employment. You understand that providing false statements or answers, or purposefully omitting information, may result in a rejection of your application for employment, or actions up to and including immediate dismissal. It is the policy of Company to provide equal employment opportunities to all qualified applicants and employees regardless of race, religion, color, sex, age, national origin, marital status, disability, or any other legally protected status. No answer obtained from questions asked on this job posting will be used for any discriminatory purpose. By submitting this application, you authorize the Company to collect, use, store, etc., your personal information, to include texts and calls to your cell phone number, for employment related purposes.