Office Administrator

Office Administrator 

Reports To: Operational Manager 
FLSA Status: Non-Exempt 
Location: in-person. West Palm Beach, FL
Pay: $18-$22/hr 

SUMMARY: The Office Administrator is responsible for managing daily administrative operations.  This role is essential in ensuring smooth office functions, supporting staff, and providing excellent customer service.  

DUTIES AND RESPONSIBILITIES: 

Office Operations: 

• Invoice clients daily. 

• Collect and post payments to QuickBooks. 

• Manage and maintain Accounts Receivable. 

• Oversee daily office operations, ensuring a well-organized, efficient, and productive work environment. 

• Manage office supplies to support daily operations. 

• Maintain accurate records of customer accounts and billing.

• Support HR functions, including onboarding and maintaining records.

• Ensure compliance with company policies and industry regulations.

• Ensure accuracy in all operations and be detail-oriented.
  
  

Customer Service:

• Provide exceptional customer service.

• Communicate with customers regarding service details, invoicing and payments estimates, and follow-ups.

• Handle inbound and outbound calls, emails, and customer inquiries professionally.

Time-Management:

• Manage schedule on prioritizing urgent task items first, then important items next, etc.

• Must multi-task to ensure customer satisfaction remains to company expectations.

Communication:

• Build and maintain strong relationships with superior communication skills.

• Must possess a positive attitude, with an ability to thrive in a fast-paced environment.

Performs all other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience – High School Diploma (or GED or High School Equivalence Certificate) required; prior experience in office administration, handling financial records and basic accounting in the moving, logistics, or storage industry preferred. Familiarity with DOT regulations and scheduling logistics is a plus.

• Language Skills – Ability to read, analyze, and interpret common documents. Ability to respond to common inquiries or complaints from customers, management, and staff. Ability to effectively present information to management, staff, and customers. Ability to interact clearly and effectively, in both written and oral communication, with supervisor, customers, staff, etc. Have strong organizational skills. Be a team player who is willing to pitch in where needed.

• Computer Skills – To perform this job successfully, an individual should be proficient in personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc. This role requires proficient knowledge of Microsoft Office.

COMPETENCIES:

• Communication - Displays a very quick grasp of the significance of information communicated and nearly always initiates or responds to communications in an appropriate, timely and comprehensive manner. Displays skill in reducing complex information to simple forms and helping others to understand that information.

• Customer Service - Consistently exceeds the expectations and requirements of internal and external customers. Gets first-hand information and uses it to improve products and services. Acts with customers in mind and establishes and maintains effective relationships earning their trust and respect.

• Interpersonal Skills - Consistently displays a high level of interpersonal skill when dealing with others. Has a wide network of good working relationships with peers, subordinates, supervisors, customers, clients and suppliers. Rarely involved in unnecessary or trivial disputes and misunderstandings. Makes a consistent effort to encourage trust and cooperation and may take a leading role in fostering a positive and productive team spirit.

• Organization - Effectively juggles multiple projects. Anticipates potential problems and develops excellent contingency plans. Keeps information and files clearly organized. Successfully pulls many unconnected things together. Defines the resources necessary and gets them from where available.

• Problem Solving - Consistently demonstrates the ability to solve difficult problems with effective solutions. Asks good questions and probes all fruitful sources for answers. Can see the underlying or hidden problems and patterns, is excellent at honest analysis and looks beyond the obvious.

• Time Management - Master of multi-tasking. Manages time so well that can attend to many different activities in a day, ranging from the simplest to the most complex. Carefully plans activities so is always working efficiently and never wastes time doing unnecessary tasks. Rarely takes up less important work until priority tasks are completed. Consistently uses time efficiently and effectively.

PHYSICAL DEMANDS:

While performing the duties of this job, the individual must be able to remain in a stationary position for 90 percent of the time while operating their computer and performing office work. The individual needs to occasionally move about inside the office. They constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. They must be able to exchange accurate information with customers and others in the office while interacting. The employee must regularly move up to 15 pounds and occasionally up to 25 pounds. The individual must be capable of reviewing their work for errors and make adjustments as necessary.

WORK ENVIRONMENT:

While performing the duties of this Job, the individual is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually low to moderate. The individual frequently works in a controlled climate.