What are the responsibilities and job description for the Office Administrator position at Exo?
Job Description: Office Administrator
The Office Administrator is a highly organized and proactive role that is responsible for overseeing the administrative and operational functions of the office and warehouse. This position may include tasks such as managing inventory, coordinating shipments, ensuring compliance with safety regulations, and supporting warehouse staff. The role requires an individual who is detail oriented, efficient and able to manage multiple tasks simultaneously. The Office Administrator will play a key role in ensuring smooth and efficient administrative operations for the office and warehouse.
Key Responsibilities:
- Shipping and Receiving: Coordinating incoming and outgoing shipments, preparing shipping documents, and tracking deliveries. Oversee the receipt and inspection of incoming goods. Coordinate the packing, labeling, and shipment of outgoing orders. Generate and manage shipping documents such as invoices, packing lists, and bills of lading. Ensure proper labeling and categorization of items. Arrange and track shipments, ensuring timely delivery to customers or distribution centers. Communicate with suppliers, carriers, and customers to resolve delivery or scheduling issues. Prepare and manage shipping documents, such as bills of lading, invoices, and customs paperwork.
- Record-Keeping: Maintaining accurate logs of transactions, inventory movements, and compliance reports.
- Communication: Liaising between warehouse staff, suppliers, and other departments.
- Inventory Management: Update and maintain inventory management systems. Coordinate with warehouse staff to ensure accurate inventory records. Maintain accurate records of all logistics activities and documentation. Assist in tracking inventory levels and ensuring stock availability. Participate in periodic inventory audits.
- Operational Efficiency: Identify and implement process improvements to enhance productivity. Manage scheduling to meet operational deadlines. Address and resolve logistical or operational challenges promptly.
- Order Processing: Receive and process purchase orders. Monitor order statuses and update relevant stakeholders. Ensure accurate data entry into logistics and inventory management systems.
- Team Collaboration: Liaise with suppliers, customers, and internal teams such as procurement and warehousing. Support the logistics manager in planning and problem-solving. Communicate updates and changes to relevant parties promptly.
- Logistics Optimization: Identify areas for process improvement to enhance efficiency and reduce costs. Support the implementation of new logistics strategies or technologies. Analyze data and generate reports on logistics performance metrics.
- Compliance and Documentation: Maintain accurate records of all logistics activities and documentation.
- Office Management: Oversee the day-to-day operations of the office, including maintaining office supplies, equipment and ensuring the workspace is clean, safe and well organized. Act as the primary point of contact for visitors, employees and clients. Answer phone calls, emails and direct inquiries to the appropriate parties. Maintain and organize physical and digital records, documents and files in accordance with company policies. Schedule and manage meetings and trainings at the facility such as technical training, onboarding and employee meetings. Perform miscellaneous administrative tasks such as ordering supplies, handling mail and ensuring the office runs smoothly.
Qualifications:
- Proven experience as a warehouse or office administrator or similar role.
- Strong organizational, multitasking skills and time management skills with the ability to prioritize tasks effectively.
- Excellent communication, both written and verbal.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Knowledge of warehouse management systems (WMS).
- Ability to work independently and as part of a team.
- Ability to work in a fast-paced and sometimes physically demanding environment.
- Strong problem-solving skills and attention to detail.
- Discretion and confidentiality when handling sensitive information.
Physical Requirements:
- Standing and Walking: Ability to stand and walk for extended periods during the workday. Warehouse environments often require employees to be on their feet for much of their shift.
- Lifting and Carrying: Ability to lift, carry, and move boxes or packages that may weigh up to 25–50 pounds. Lifting heavy objects may be required occasionally.
- Bending, Stooping, and Squatting: Ability to bend, stoop, and squat to organize or retrieve materials from shelves or storage areas.
- Manual Dexterity and Coordination: Good hand-eye coordination for tasks such as organizing materials, entering data into systems, or operating warehouse equipment. Using barcode scanners, computers, or other office equipment requires fine motor skills.
- Reaching and Stretching: Ability to reach above head height or stretch to access materials stored on higher shelves.
- Ability to Work in a Warehouse Environment: Ability to work in a sometimes physically demanding environment, including temperature variations (e.g., cold storage areas) or dusty conditions. Exposure to loud noises from warehouse equipment such as forklifts.
Mental Requirements:
- Attention to Detail: Strong focus on accuracy and precision, particularly when managing inventory, entering data, or reviewing shipments. Mistakes in documentation or stock management can lead to operational issues.
- Multitasking: Ability to handle multiple tasks simultaneously, such as coordinating shipments, processing orders, managing inventories, and addressing staff or logistical concerns.
- Problem-Solving and Critical Thinking: Ability to quickly identify and resolve issues related to inventory discrepancies, shipping delays, or equipment malfunctions. Must be able to think critically and make decisions that affect the smooth operation of office and warehouse functions.
- Organizational Skills: Strong ability to organize, prioritize, and manage a variety of tasks efficiently. Office Administrators need to keep track of inventory, shipments, and office documentation effectively.
- Communication Skills: Excellent verbal and written communication skills to coordinate with other departments, vendors, or warehouse staff. The ability to relay information clearly and accurately, both face-to-face and electronically.
- Focus and Concentration: Ability to maintain focus and stay attentive to tasks, especially when working in a busy, fast-paced environment. Strong concentration skills to ensure that all processes are carried out thoroughly.
- Time Management: Ability to manage time effectively, ensuring that deadlines and goals are met in a timely manner while balancing various warehouse tasks.
- Adaptability and Flexibility: Mental ability to adapt to changes in schedules, priorities, or job responsibilities. Ability to handle high-pressure situations, especially during peak times like inventory checks, deployments, or unexpected issues.
- Customer Service Orientation: Ability to interact directly with employees, customers or suppliers. A calm demeanor, patience, and professionalism are essential for resolving any issues or inquiries.
Salary Range: $20-24.00/hour
Note: The above job description is a general overview of the responsibilities and requirements typically associated with the role of an Office Administrator. The specific duties and requirements may vary depending on the organizations needs.
Exo is proud to be an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.
Salary : $20 - $24
