Office Administrator

Job title

OFFICE ADMINISTRATOR

Reports to

GENERAL MANAGER

Job purpose

The Office Administrator is responsible for office process tasks required to produce and deliver the products to the customer.  These tasks include creating a great first impression through answering the phone and greeting customers at the door, creating & distributing Job Numbers and print packages, Progress reports updates, financial data, purchasing materials and supplies, and BOL & shipment coordination. The office administrator also assists and manages Cotton Tooling requirements and sales. 

Duties and responsibilities

• Providing excellent customer service through answering incoming phone calls, emails, and greeting visitors. .
• Create Job numbers and detailed print packages with the proper information for job tracking.
• Performs ERP transactions and report generation for shop activities.
• Maintain the shop progress report for open and closed jobs on a weekly basis.
• Maintain financial data & reports related to accounts payable and accounts receivable and report result to the management team.
• Coordinate the inventory levels, sales, and shipments of Cotton Tooling.
• Coordinate BOL and third-party logistics for delivery of products to the customer.
• General office duties and activities as assigned by the management team.
• Maintains safe operations adhering to safety policies, procedures and regulations.
• In addition to listed duties, management reserves the discretion to add or modify duties and responsibilities of the position at will.

Qualifications

Qualifications include:

• Minimum 2-year degree in accounting, in leu of degree 4 years’ experience.
• Customer Focus
• Purchasing background preferred.
• Shipping background preferred.
• Ability to multi-task
• Attention to detail & Accuracy
• Excellent verbal and written communication skills
• The ability to work independently and as part of a team
• Excellent math and IT skills
• Excellent typing and Microsoft Office capabilities.
• Must follow our Core Vales of 1. Respect 2. Integrity 3. Passion 4. Precision                      5. Adaptability and Problem Solving. 

Physical Requirements & Working conditions 

• Able to lift to 25 lbs.
• Able to operate computer and printing equipment.
• Able to stand and/or sit for prolonged periods of time
• The work performed is conducted in an office environment with limited time in moderate climate-controlled facility with moderate noise levels that are within OSHA limits. 
• PPE requirements include safety glasses and steel toe shoes when in the shop.

Direct reports

• No direct reports.
• Able to follow verbal and written instructions by management team.
• Willing to assist in multiple areas to meet customer needs.

Approved by:

Loras Schaul

Date approved:

5/20/2026

Reviewed:

Management team