What are the responsibilities and job description for the Office Administrator position at QP Manufacturing LLC?
We are looking for a highly organized and detail-oriented Office Administrative Assistant to become an integral part of our team. The ideal candidate will possess solid experience in handling administrative tasks related to shipping, receiving, inventory management, and office support, preferably within a warehouse, logistics, or manufacturing environment. The Office Administrative Assistant will play a key role in ensuring smooth operations and supporting the daily functions of the business.
As part of the administrative team, you will contribute to streamlining processes and supporting overall workflow, enabling the efficient and accurate handling of goods, documentation, and communication between departments. Your proactive approach, attention to detail, and ability to manage multiple priorities will be essential for success in this role.
Key Responsibilities:
Shipping and Receiving Documentation: Accurately handle and process shipping and receiving paperwork, ensuring all forms, Bills of Lading, and shipping documentation meet compliance standards and company policies.
Purchase Order and ERP Management: Efficiently process purchase orders, track inventory levels, and manage related documentation within the company's ERP system, ensuring real-time updates and accurate data.
Inventory Management Support: Assist in maintaining up-to-date inventory records, track stock levels, and assist with regular inventory audits to ensure inventory accuracy and availability.
Cross-Department Communication: Collaborate effectively with colleagues in various departments, including logistics, warehouse operations, and procurement, to coordinate shipments, resolve issues, and ensure seamless business operations.
Data Entry & Reporting: Utilize Microsoft Office Suite, with a strong focus on Excel, for data entry, creating reports, organizing files, and maintaining accurate records of inventory and shipping-related data.
General Office Administration: Provide general administrative support, including filing, organizing documents, scheduling meetings, managing email correspondence, and maintaining office supplies.
Timely Shipment Coordination: Work closely with logistics teams to coordinate shipments, track delivery statuses, and ensure that all shipments are processed and delivered in a timely manner, meeting deadlines and customer expectations.
Process Improvement: Identify opportunities for improving processes related to inventory management, shipping, and receiving to contribute to the overall efficiency of the team and organization.
Qualifications & Skills:
Experience: 3-5 years of administrative experience, with a focus on shipping, receiving, or inventory management in a warehouse, logistics, or manufacturing environment. Experience with ERP systems for order processing is highly preferred.
Technical Proficiency: Strong proficiency in Microsoft Office, particularly Excel, for data entry, reporting, and document management. Familiarity with other office software and ERP systems is an advantage.
Attention to Detail: A keen eye for detail is critical to ensure accuracy in shipping documentation, inventory records, and order processing.
Organizational Skills: Excellent organizational skills with the ability to prioritize tasks, handle multiple projects simultaneously, and meet deadlines in a fast-paced environment.
Communication Skills: Strong verbal and written communication skills are essential for effectively interacting with both internal teams and external partners.
Adaptability: Ability to work in a dynamic, team-oriented environment and adapt to changes in daily workflows and priorities.
Shipping and Receiving Knowledge: A general understanding of the shipping and receiving process, including the ability to coordinate shipments, prepare documentation, and track deliveries.
Problem-Solving Skills: Ability to identify and resolve issues efficiently, using critical thinking and problem-solving skills to ensure smooth operations.
We are looking for someone who is proactive, dependable, and able to manage tasks independently while also being a strong team player. If you are a motivated individual with experience in administrative support and a passion for maintaining operational efficiency, we encourage you to apply and join our team.
