OFFICE ADMINISTRATOR

Hanes Supply, Inc.; Buffalo (NY); On-site; USD 26,000 - 28,000; Full time

Benefits offered by this job

Medical, Dental, Vision

403k/Retirement plan

Paid Time Off

Holidays

Life Insurance

Job summary

Hanes Supply, Inc. in Buffalo, NY is seeking an Office Administrator to support daily office operations, customer and vendor communication, and records management.

The role combines administrative tasks with light accounting documentation and fleet record-keeping. You will process invoices, maintain ERP and document systems, coordinate certificates of conformance, and drive process improvements through digital workflows.

Qualifications

• High school diploma or equivalent required; additional education in business preferred.
• Two or more years of administrative or business office experience preferred.
• Strong MS 365 skills with Outlook, Word and Excel; ability to learn ERP and fleet software.
• Organized, detail‑oriented, professional communication and multitasking abilities.

Responsibilities

• Office administration and customer support; greet visitors; manage calls and inquiries.
• Prepare and process invoices, statements, and delivery records; support AP/AR.
• Coordinate fleet administration: driver records, registrations, insurance, maintenance.
• Verify Certificates of Conformance and maintain related documentation.
• Coordinate internal communications and drive process improvements with IT and Finance.

Skills

Organization

Attention to detail

Professional communication

Multitasking

Microsoft 365

ERP software

Fleet software

Education

High school diploma or equivalent

Tools

Microsoft 365 Suite

ERP software

Fleet management software

Document management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

OFFICE ADMINISTRATOR

BUFFALO

Salary Range: $19.00 To $20.00 Hourly

JOIN OUR TEAM! Hanes Supply, Inc. is a well-established full -line industrial manufacturer of slings and contractor supplier specializing in lifting solutions. Hanes Supply offers a comprehensive and diverse product line to its customers including: rigging, fall protection, power tools, fasteners, hand tools, construction and safety equipment. Headquartered in Buffalo, NY, Hanes Supply has six other branches in the United States.

Position Summary:The Office Administration & Operations Coordinator supports the efficient operation of Hanes Supply Inc.’s business office by coordinating administrative services, maintaining accurate records, and serving as a key point of contact across departments. This role combines customer and vendor support, accounting documentation, fleet administration, and quality-related paperwork while helping improve processes and digital workflows.

Essential Duties and Responsibilities:

Office Administration & Customer Support

Manage daily office administration, respond to incoming calls and electronic inquiries, welcome visitors and follow established ISO check-in procedures. Coordinate correspondence and mail, maintain organized digital files, order office supplies, and arrange service for office equipment. Provide administrative assistance to Human Resources, support departmental projects, and help maintain consistent office coverage and responsive communication.

Accounting, ERP & Records Support

Prepare and distribute customer invoices, statements, proofs of delivery, and other requested records. Scan, verify, index, and maintain packing slips, pick tickets, delivery logs, credit applications, and payment documentation in approved systems, including MaxRecall where applicable. Support routine accounts payable, receivable, and collections activities; coordinate vendor liability insurance certificates

Fleet Administration & Software

Coordinate the administrative side of the company fleet, including vehicle and driver records, assignments, registrations, insurance documents, inspection reports, and maintenance history. Keep fleet management software current, monitor alerts and upcoming renewals, track preventive maintenance and inspection deadlines, and follow up with responsible personnel. Work with internal departments and outside vendors on service scheduling and documentation, maintain fleet invoices and records, and report overdue items or discrepancies to management.

Certificates of Conformance & Quality Documentation

Prepare, verify, issue, and electronically archive Certificates of Conformance using approved templates and available order, product, shipment, and traceability information. Review certificate details against supporting documentation, coordinate with Sales, Operations, Quality, and vendors to resolve missing information, and ensure records are accessible for customer requests and audits. Follow established approval procedures and refer technical compliance decisions to authorized personnel.

Team Coordination & Process Improvement

Coordinate administrative priorities, cross-training, and backup coverage to keep essential activities moving. Help streamline procedures through digital recordkeeping, automation, accurate data entry, and better communication across Finance, Operations, and IT. Exercise sound judgment, protect confidential information, and follow company policies, internal controls, and safety requirements.

_ Knowledge, Skills and Abilities:_

High school diploma or equivalent required; additional education in business, accounting, or a related field preferred. Two or more years of administrative or business office experience is preferred. Strong Microsoft 365 skills, particularly Outlook, Word, and Excel, along with the ability to learn ERP, document management, and fleet software, are important. Successful candidates demonstrate organization, attention to detail, professional communication, sound judgment, and the ability to manage multiple priorities. Experience with fleet administration, quality documentation, or Certificates of Conformance is a plus.

Physical Demands:

This is primarily an office-based, generally sedentary position with occasional standing, walking, filing, and handling of routine office materials. Work involves computers, phones, scanners, and printers. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

The job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.

We offer a comprehensive benefits package including Medical, Dental, Vision, FSA, HRA, Life Insurance, Disability, PTO, 401k, Holidays, and much more.

Successful passing of a pre-employment drug, alcohol and physical screening test is required as a condition of employment. We reserve the option to do a reference and/or background check.

Positions are available in person only; No remote work is available at this time.

The actual compensation is determined by experience and other factors of the law.

*Consideration will not be given to any responses that do not include a resume.

Hanes Supply Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, pregnancy, pregnancy outcomes, reproductive healthcare and autonomy, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.