Office Administrator

Office Administrator

Co-operative Plating Inc., located in the City of St. Paul, is searching for an Office Administrator. We are a financially strong and customer focused company. All members of our team are expected to work effectively with each other as well as customers and suppliers. Behaviors such as maintaining a positive attitude and courteous demeanor to support a respectful, professional work environment are essential.

Position Summary:

The Office Administrator is a key position within our front office staff. We are looking for a team player who can pro-actively problem solve and handle a diverse set of tasks at a fast pace. A positive, customer friendly, and “can do” attitude is critical.

The main responsibilities for this position include providing strong executive support to the President & CEO and senior management, managing general office duties (purchase order creation, document creation, office supplies management, etc.), employee benefits administration and travel/event planning. On a backup basis to our Plant Controller: executing bookkeeping functions including A/P, weekly payroll (Kronos), 401k processing, and G/L entries in QuickBooks. Additionally, provide backup support to our Accounts Receivable process.

Competency with QuickBooks and Excel software is key. Kronos payroll system experience a significant plus. We currently use Office365, SharePoint, and Microsoft productivity suite software.

SPECIFIC SKILLS and DUTIES INCLUDE:

• Direct executive level support for President and senior management including calendar management, travel, personal requests, and various other duties as needed
• Organize and prep for management meetings, employee recognition events and other company functions
• Serve as backup resource for plant controller and accounts receivable positions.
• Oversee purchase order process (including office supplies) and execute journal entries in QuickBooks.
• Positive, decisive, “can do” attitude
• Strong sense of urgency and organizational skills – personal drive is essential
• Strong multi-tasker
• Close attention to detail and accuracy
• Approachable, flexible, and adaptable to change – quick learner
• Ability to communicate at all levels of organization in support of company objectives
• Demonstrated proficiency with MS Office Suite (Outlook, Word, Advanced Excel, PowerPoint)
• Working knowledge of QuickBooks is key and Office365
• Working knowledge of Kronos, a plus
• Must have reliable and accessible transportation
• High level of confidentiality is required
• Good problem-solving ability
• Enjoys working in a fast paced, results driven, and collaborative environment
• Organizing files, invoices, purchase orders and receipts
• Ensuring all calendars are accurate and organized
• Scheduling and organizing meetings and events
• Booking travel arrangements for executives
• Greeting clients and visitors when they arrive at the office
• Answering phone calls and responding to voicemails and emails
• Ensuring the office remains clean and organized
• Operating and maintaining office equipment such as computers and copiers
• Checking and maintaining office supply inventory, ordering new supplies as needed
• Researching and evaluating the potential of new office technology purchases
• Writing reports and preparing presentations, as necessary

REQUIRED EXPERIENCE:

• 3+ years’ experience in front office support or similar responsibilities.
• Strong personal computer knowledge
• Experience in bookkeeping, preparing balance sheet and cash flow statements a plus
• 1+ Years Event Planning
• 2+ Years’ experience with financial, payroll and productivity software (Kronos, QuickBooks, MS Word, Excel, PowerPoint, Office365 preferred)
• Ability to successfully pass a background check
• Experience working within a smaller, “hands on” management team helpful

REQUIRED EDUCATION:

• Associates degree in Business or Accounting. Significant experience in above requirements will also be considered.

POSITION TYPE/EXPECTED HOURS:

• This is a full-time position. Standard hours are Monday through Friday, 7:00 am to 3:30 pm although at times there will be a need for after-hours work for reasons such as employee events, owner support, or information requests.

ANNUAL COMPENSATION & BENEFITS:

• Salary: $50-60K annually
• Company profit sharing retirement plan
• 10 paid Holidays and 3 PTO days
• Paid vacation
• Health insurance benefits
• Short term disability
• Life insurance policy