Office Administrator

Schleich USA, Inc.; Charlotte (NC); On-site; USD 40,000 - 60,000; Full time

Job summary

Schleich USA, Inc., a leader in the toy industry, is looking for an organized Office Administrator for their Charlotte, NC HQ. The role involves managing office operations, coordinating events, and indirect purchasing while fostering a positive workplace culture. You will enjoy competitive benefits such as extensive paid time off and comprehensive health insurance.

Benefits

6+ weeks paid time off

Free medical/dental/vision insurance for employees and dependents

Unlimited online professional training

401k

Parental leave

Employee discounts

Tuition reimbursement

Qualifications

• Minimum 2 years’ experience in an office or building support role.
• Competency with MS 365 required.
• Experience with Concur and SAP preferred.

Responsibilities

• Manage office supplies and maintain the office environment.
• Book business travel and coordinate events.
• Organize meetings and liaise with vendors.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Scheduling Flexibility

Education

Bachelor's degree or equivalent

Tools

MS 365 (Word, Excel, PowerPoint)

Concur

SAP

Job description

This role is based on-site in our Charlotte, NC office 4 days a week, with 1 day per week of work from home flexibility.

Schleich USA, Inc., a trusted name in the global toy industry, is seeking an organized and results-oriented Office Administrator to keep our North American HQ office and facilities running smoothly. The ideal candidate is service-minded and professional, keen to interact with all levels of the organization as well as multiple external service providers. This role reports to the North America Director of Operations and involves both planned office-related projects and reactive maintenance as well as general office support, indirect purchasing, insurance, certification, and recordkeeping related to local or state safety compliance.

Our very competitive offerings include6+ weeks paid time off, FREE medical/dental/vision insurance for you AND all dependents, unlimited online professional training, a casual and fun office environment, along with many other offerings like 401k, parental leave, life and AD&D insurance, employee discounts, and tuition reimbursement, etc. Not to mention the fact that you’ll be working for an international toy company, loved by kids and adults alike for nearly 90 years!

If you’ve ‘checked the boxes’ above, keep reading… and we look forward to hearing from you about the opportunity to join a global market leader in the figurine and playset business, sold in over 70 countries and charming both parents and children alike for 95 years!

Key Responsibilities
40% - Office Management
Travel & Event Coordination

• Book business trips, including flights, hotels, transportation, and visa arrangements
• Manage expense reports
• Support the planning and execution of on-site and off-site meetings, events, and team gatherings

Meeting & Facility Support

• Organize and set up meetings, including scheduling rooms, coordinating attendees, and preparing agendas
• Ensure all meeting rooms are equipped and functioning (microphones, cameras, projectors, laptops, etc.)
• Troubleshoot or coordinate technical support for meeting equipment as needed

Office Operations

• Maintain office supplies, kitchen stock, and equipment inventory
• Liaise with vendors, service providers, and building management
• Ensure the office is clean, safe, and functional

Administrative Support

• Support onboarding for new employees (workstation setup, badges, welcome materials)
• Manage incoming/outgoing mail, deliveries, and courier services
• Maintain office records and documentation
• Keep the document storage for building, equipment, inspections and insurance updated

Communication & Culture

• Serve as the first point of contact for office-related inquiries
• Support company-wide initiatives and foster a positive workplace culture
• Maintain internal communication boards or tools as needed

40% - Building Management

• Project-based approach for renovations / re-modeling in the office and the warehouse
• Main contact for external vendors including, but not limited to:
• Alarm & Security Services
• Electrician (+physical network cabling) & Pluming Services (heating / AC support)
• Cleaning Services
• Hospitality Services (Cafeteria)
• HVAC Services
• Landscaping
• Main contact for Landlord
• Main contact to Tenant (currently ServCon)
• Main contact for building-related inspections and certifications (non-warehouse)
• Ensure posting of all appropriate safety or inspection signage (non-warehouse)
• Responsible for office equipment including, but not limited to:
  • Furniture (including workplace installations / movements)
  • Printers
  • Consumables (office and cafeteria equipment)
• Creation and maintenance of site disaster recovery plan
• Recordkeeping and maintenance of building or liability-related insurance, licensing, certification and local/state safety compliance
• Other building or safety-related duties as assigned

20% - Indirect Purchasing

• Setup and ownership of centralized purchasing accounts (Amazon, Walmart+ and others)
• Vendor Setup and Maintenance in SAP
• Creation and maintenance of Purchase Requisitions and Purchase Orders in SAP
• Overseeing contracts of vendors related to indirect purchasing in Schleich Contract Management System
• Close collaboration with Indirect Procurement Team in Germany

Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Minimum 2 years’ experience in an office and/or building support role with varied responsibilities similar to those listed here
• Competency in MS 365 (Word, Excel, PowerPoint)
• Experience in Concur travel and expense system and SAP purchasing function is a plus
• Ability to collaborate effectively with internal teams to achieve project goals
• Strong attention to detail and good follow-through
• Patience and professionalism when communicating with internal customers and partners as well as external vendors
• Schedule flexibility, including nights and weekends if an emergency maintenance or non-operating hours project arises
• Ability to travel locally up to 5% (errands to pick up supplies, local trainings, etc.)
• Openness to acquire facilities management or other training / certification if needed
• Ability to lift and move up to 40 pounds during installation projects

Schleich is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.