Office Admin

Role Summary 

We are looking for a highly organized, detail-oriented, and proactive Administrative Specialist to support day-to-day operations at our warehouse sorting site. This role owns core site administration including purchasing, vendor sourcing and onboarding, meeting coordination and facilitation, scheduling support, and timesheet submission. The ideal candidate is structured, execution-focused, and comfortable being firm with vendors—including negotiating pricing and service terms. 

Key Responsibilities 

1) Site Administration & Office Operations 

Manage daily administrative support for the warehouse site, ensuring operations run smoothly and efficiently 

Maintain administrative records, trackers, and documentation with strong accuracy and follow-through 

Build and improve simple processes (checklists/SOPs) to ensure tasks are repeatable and traceable 

2) Purchasing & Cost Control 

Own the end-to-end purchasing process: request intake → quote comparison → ordering → receiving → record keeping 

Maintain inventory levels for frequently used supplies and create replenishment plans to prevent shortages 

Support cost control by comparing vendors and negotiating pricing, terms, and service levels when needed 

3) Vendor Sourcing, Coordination & Onboarding 

Identify, source, and evaluate vendors (e.g., janitorial, maintenance, security, equipment, supplies, office services) 

Coordinate vendor onboarding/qualification: collecting required documents, verifying credentials, and aligning with internal approval processes 

Manage vendor relationships and performance; escalate and drive resolution when service issues arise 

4) Meeting Coordination & Facilitation 

Schedule and organize site meetings (daily/weekly/ad-hoc): prepare agendas, send invites, coordinate logistics 

Facilitate meetings as needed: keep discussions on track, manage time, capture decisions, and track action items to closure 

5) Scheduling Support & Timecard Submission (Manager decides, you execute) 

Implement staffing schedules based on manager decisions; communicate updates and coordinate changes with the team 

Collect, validate, and submit timecards/timesheets accurately and on time (manager approves; you execute and submit) 

Track attendance exceptions and report concerns to site leadership for follow-up 

Qualifications 

1–3+ years of administrative / office operations experience (warehouse, manufacturing, retail operations, or field-site environment preferred) 

Strong attention to detail and high ownership: accurate records, consistent follow-through, and deadline reliability 

Excellent organization and planning skills; able to manage multiple tasks in a fast-paced environment 

Confident communicator with a “strong backbone”—comfortable pushing back when needed and driving vendors to deliver 

Comfortable negotiating with vendors on pricing and service terms 

Proficient with common office tools (Excel/Google Sheets, email, calendars, meeting tools) 

Benefits: 

401K, Dental, Vision, Medical insurance, Paid Holiday, Paid Time Off, Paid Sick 

Leave, Management training program