Office Administrator

Provide support to the operations, sales, and shipping departments by handling administrative tasks, coordinating communications internally and with customers, preparing documents, and ensuring office functions run smoothly.

Assist with scheduling, documentation, customer inquiries, and ensuring that quotes, orders, and shipping information are accurate and processed on time.

Key Responsibilities Customer Communications Answer phone calls, emails, and in‑person inquiries from customers; provide information about services, pricing, shipment status, packing/crating options, delivery times, and other relevant details.

Sales / Quote Preparation Prepare estimates/quotes for packaging, crating, and shipping based on specs provided by customers; coordinate with production/engineering to determine material & labor costs; follow up with customers for adjustments or approvals.

Order Processing Enter customer orders into the system, confirm product specifications, dimensions, and shipping requirements, and issue work orders to the crating/packing teams.Track orders through production to shipment.

Documentation and Compliance Maintain documentation for export/shipping (bills of lading, customs paperwork, export certifications like ISPM‑15, Mil‑Spec documentation); ensure regulatory and internal compliance; file, scan, and archive documents properly.

Inventory / Supply Management Track office supplies and sometimes packaging materials; reorder as needed; coordinate with warehouse to ensure materials needed for crating are available; maintain inventory records.

Scheduling / Coordination Schedule shipping pickups/deliveries; coordinate with carriers/freight forwarders; liaise between production, shipping, and customers; help plan and manage daily workflow to meet deadlines.

Billing & Invoicing Support Assist in preparing customer invoices; ensure accuracy of fees (materials, labor, shipping); reconcile discrepancies; follow up on overdue accounts as needed (could involve coordinating with Accounting).

Record Keeping / Reporting Maintain logs of shipments, order status, customer complaints, returns, and damages; compile reports for management on key metrics (order volume, on‑time shipments, customer satisfaction, etc.).

Office Maintenance & Administration Keep office organized; handle filing, copying, faxing, scanning; ensure office equipment is maintained; supervise general office housekeeping tasks.

Required Skills & Qualifications High School diploma or equivalent; some college or business administration coursework preferred.

Good verbal & written communication skills; professional phone/email etiquette.

Strong organizational skills; able to prioritize tasks and manage time.

Attention to detail; ability to read specifications/documents accurately.

Basic computer skills:

• Microsoft Office (Word, Excel, Outlook), possibly order or inventory management software, and possibly quoting software.

Customer‑oriented attitude:

• patient, helpful, able to handle issues/complaints.

Basic math/arithmetic skills:

• to compute costs, pricing, weights/dimensions.
• Ability to multitask and work in a fast‑paced environment.
• Desired Additional Skills / Qualities Experience in shipping, export documentation, or logistics is a plus.
• Familiarity with MIL‑SPEC, ISPM‑15 or other packaging/shipping standards helpful.
• Basic accounting or invoicing experience.
• Bilingual (e.g., English / Spanish) could help communicate with a varied clientele.
• Working Conditions Office environment within or adjacent to warehouse/production area → might be some noise, occasional movement through the warehouse.
• Interaction with production/warehouse/shipping teams.
• Deadlines and schedules matter; peak shipping times may require extra hours.
• Some documentation may be detailed; careful compliance is required, especially for export, customs, etc.
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