Office Administrator

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Office Administrator

Position Type: Full-Time, Salaried
Reports To: General Manager
Location: Wichita, KS

Position Summary

The Office Administrator is a key support role responsible for ensuring smooth, accurate, and timely administrative operations within the ChemStation location. This position manages all paperwork flow, oversees inventory receipt and documentation, coordinates purchasing activities, and supports both Operations and Sales teams with essential administrative functions.
The Office Administrator helps maintain an organized, compliant, and efficient office environment that supports our mission and core values across all ChemStation locations.

Key Responsibilities

Administrative Operations

• Manage all incoming and outgoing paperwork, including production documents, delivery records, customer files, and internal forms.
• Maintain organized physical and digital filing systems in accordance with company standards.
• Prepare, update, and distribute internal reports and documentation as needed.
• Manage office communications, including answering phones, directing inquiries, and supporting customer service needs.

Inventory & Receiving

• Process and record all inbound inventory, including raw materials, packaging, fleet supplies, and maintenance items.
• Enter receiving documentation into inventory management systems (e.g., ChemStation production/ERP tools) with accuracy and timeliness.
• Reconcile discrepancies between purchase orders, packing slips, and received goods.
• Work closely with Operations and the General Manager to maintain accurate material counts and assist with monthly/quarterly inventory audits.

Purchasing & Vendor Coordination

• Develop, prepare, and issue purchase orders for production, operations, and office needs.
• Track order status, backorders, and delivery timelines with vendors.
• Support vendor communication, including price requests, follow-ups, and documentation of supplier information.

Office Management

• Maintain office supplies, equipment inventories, and general workplace organization.
• Coordinate maintenance or service of office equipment (printers, phones, computers, etc.).
• Assist with scheduling meetings, preparing agendas, and supporting internal communication needs.
• Ensure compliance with ChemStation administrative standards, safety policies, and documentation practices.

Operational Support

• Provide administrative support to the General Manager, Operations Manager, and Sales team as needed.
• Assist in onboarding paperwork for new hires, including coordination with HR/Corporate.
• Process daily operational paperwork, including routing of bills of lading, production sheets, service logs, and driver documentation.

Financial & Compliance Support (Non-Accounting)

• Collect and deliver required paperwork for accounting/AP/AR processing (no direct accounting responsibilities).
• Ensure accuracy and compliance with ChemStation policies regarding SDS files, equipment logs, DOT documentation, and facility records.

Qualifications

Required

• High school diploma or equivalent (associate degree in business or administration preferred).
• 2+ years of experience in office administration, operations support, inventory management, or similar role.
• Strong organizational skills with excellent attention to detail.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Ability to manage multiple tasks in a fast-paced production environment.
• Strong communication skills and ability to work cross-functionally with Operations, Sales, Drivers, and Management.

Preferred

• Experience in manufacturing, distribution, logistics, or chemical/environmental services.
• Familiarity with inventory/ERP systems, receiving procedures, or purchasing workflows.
• Understanding of ChemStation processes, paperwork flow, and production systems (for internal candidates).

Core Competencies

• Ownership: Takes responsibility for accuracy, timeliness, and follow-through on all administrative tasks.
• Integrity: Maintains confidentiality and ensures accuracy of documentation and reporting.
• Partnership: Works collaboratively with all departments to support smooth operations.
• Resilience: Stays steady and consistent even during high-volume or high-pressure periods.
• Attention to Detail: Maintains precise and accurate documentation at all times.
• Organization & Prioritization: Efficiently manages workload and competing demands.

Physical & Work Environment Requirements

• Standard office environment within an industrial/production facility.
• Must be able to sit, stand, and perform desk-based tasks for extended periods.
• Occasional movement within plant/warehouse for inventory and receiving coordination.

Compensation

• Full-time salaried role.
• Eligible for applicable benefits per ChemStation location and corporate policy.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person