Office Administrator

Job Description

Responsibilities

Gather necessary paperwork for daily shipments to accurately create customer invoices in a timely manner. Conduct margin analysis on orders, identifying discrepancies below 5% and above 15%, and rectify as needed. Investigate, approve, and issue credit notes and vendor debit notes as required. Provide assistance to the sales department in resolving order costing issues. Answer and manage telephone inquiries professionally and efficiently. Welcome visitors warmly and ensure they sign the visitor guest book and receive appropriate safety gear, such as hard hats. Input all metal invoices into AS400 system and ensure timely vendor payments are made. Serve as backup for indirect material requisitioner as needed. Maintain filing and scanning of accounts payable and accounts receivable records. Attain proficiency as a super user for AS400. Take proactive measures to prevent non-conformities in products, processes, and quality systems. Identify and document any issues related to products, processes, and quality systems. Advocate for customer needs internally to meet ISO 9001 requirements and provide solutions through designated channels. Possess working knowledge of Microsoft Office suite (Word, Excel, PowerPoint, Outlook). Familiarity with AS400 system is advantageous. Display a courteous and friendly demeanor with professional appearance. Demonstrate excellent communication and interpersonal skills. Experience with multi-line phone systems preferred. Minimum of 2 years of relevant office experience required.

Qualifications

High school diploma or equivalent required; Associate's degree or higher preferred. Proven experience in office administration or related field. Strong organizational and time management skills. Ability to work independently and collaboratively in a fast-paced environment.