Office Administrator

Position Summary

The Office Administrator serves as the central point of coordination for office operations, ensuring administrative processes run smoothly and efficiently. This role supports multiple departments by managing office communications, maintaining records, assisting with scheduling, coordinating customer interactions, and performing a variety of administrative duties.

The ideal candidate is professional, dependable, customer-focused, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage daily office operations and maintain an organized, efficient work environment.
• Answer and direct incoming phone calls, emails, and customer inquiries.
• Welcome visitors, customers, vendors, and delivery personnel.
• Prepare, organize, and maintain office files, documents, and company records.
• Assist with customer contracts, rental agreements, invoices, and other administrative paperwork.
• Schedule meetings, appointments, and coordinate calendars for management.
• Order and maintain office supplies and equipment inventory.
• Support payroll preparation by maintaining employee records and timesheets.
• Assist the accounting department with accounts payable, accounts receivable, and data entry.
• Coordinate incoming and outgoing mail and deliveries.
• Maintain confidentiality of employee, customer, and company information.
• Support Human Resources with onboarding documentation and personnel files.
• Generate reports using Microsoft Office and internal management systems.
• Collaborate with operations, service, and sales teams to ensure efficient communication.
• Perform other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent required.
• Associate degree in Business Administration or related field preferred.
• Minimum of 2 years of administrative or office management experience.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks with accuracy and attention to detail.
• Professional attitude with outstanding customer service skills.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Experience in the construction, equipment rental, transportation, or industrial industries.
• Familiarity with accounting software such as QuickBooks or similar ERP systems.
• Experience handling customer billing and invoicing.
• Knowledge of office procedures and recordkeeping practices.

Skills

• Administrative support
• Customer service
• Office management
• Data entry
• Document management
• Calendar management
• Multitasking
• Problem-solving
• Communication
• Microsoft Office Suite
• Organizational skills
• Attention to detail

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasionally lift and carry office supplies weighing up to 25 pounds.
• Ability to move throughout the office as needed.
• Manual dexterity to operate office equipment, including computers, printers, and telephones.

Benefits

Eligible employees may receive:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off (PTO)
• Paid holidays
• 401(k) retirement plan with company match (if offered)
• Employee training and professional development opportunities
• Career advancement opportunities
• Supportive team environment