Office Administrator

Position Summary

The Office Administrator plays a critical role in ensuring the smooth and efficient day-to-day operations of the North American Metallurgic Solutions office in Nabb, IN. This position acts as the first point of contact for visitors and vendors, manages key administrative and operational processes, supports internal departments, and ensures the office is maintained in a clean, organized, and functional manner.

The ideal candidate will be highly organized, detail-oriented, proactive, and capable of managing a wide variety of administrative responsibilities in a fast-paced, industrial environment.

Key Responsibilities

Administrative & Front Office Operations

- Manage front desk communications, including answering phones, greeting visitors, and responding to general inquiries.

- Monitor and triage shared office inboxes, routing messages as needed.

- Organize incoming mail and deliveries; prepare outgoing shipments.

Purchasing & Inventory

- Maintain purchasing lists for office, safety, and supplies.

- Coordinate with vendors and internal management for timely ordering and restocking.

- Track receipt and delivery of supplies.

Facility & Vendor Coordination

- Schedule and coordinate services from vendors (cleaning, maintenance, security, copier/printer service, etc.).

- Maintain accurate records for keys, badges, and facility access.

- Provide cleaning and general upkeep of the office environment (e.g., tidying communal areas).

Finance & Accounting Support

- Support AP/AR workflows by collecting receipts, coding invoices, and routing for approvals.

- Provide administrative support for expense submissions and travel reimbursements.

Meetings, Travel & Onboarding

- Support internal meetings and visitor coordination, room setup, and scheduling.

- Assist with employee onboarding/offboarding checklists in collaboration with HR and IT.

- Coordinate basic travel arrangements and expense reporting.

Data Entry & Inventory Control

- Accurately input all production numbers and maintain tracking of material movements.

- Ensure daily inventory logs are up to date for both incoming and outgoing products.

Truck Scheduling & Logistics

- Schedule incoming and outgoing trucks in coordination with operations.

- Enter delivery and shipment information into customer portals or systems as required.

- Maintain shipping records and ensure timely communication with carriers.

IT & Record Management

- Act as the first point of contact for IT issues and triage service tickets to appropriate support.

- Maintain physical and digital filing systems and ensure compliance with document retention policies.

Success Criteria

- Office operations run smoothly, with minimal disruptions.

- Accurate and timely data entry and inventory tracking.

- Supplies and logistics managed proactively with minimal downtime.

- Vendors coordinated efficiently and services completed on schedule.

- Compliance with internal processes, including access control and invoice processing.

- Professional and welcoming front office environment for staff and visitors.

Qualifications

Required:

- High school diploma or equivalent.

- Minimum 2 years of administrative or office coordination experience.

- Strong computer skills, including Microsoft Office (Excel, Outlook, Word).

- Excellent communication, organizational, and time management skills.

- Ability to work independently and handle multiple responsibilities.

Preferred:

- Experience with logistics or industrial/manufacturing environments.

- Familiarity with inventory or production data entry systems.

- Basic knowledge of accounts payable/receivable workflows.

Working Conditions & Other Information

- Primary work is performed in an office setting within a manufacturing facility. Going out into the plant for inventory purposes.

- Light lifting of supplies (up to 25 lbs) may be required.

- There is no formal backup for this role; during absences, limited coverage will be provided for essential functions such as scale ticket handling. Full data entry responsibilities resume upon return.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Paid time off

- Vision insurance

Work Location: In person