Office Administrator

CYCLONE GEAR; College Station (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

WAV is seeking an Office Administrator for its College Station, TX location. This on-site role provides front office support, handles calls and mail, coordinates meetings, and backs up counter sales.

The position also supports facilities tasks and vendor coordination, ensuring a smooth daily operation. Applicants should have a High School diploma (associates/bachelor’s preferred) and 3+ years in front desk, reception, or admin roles, with experience in quoting, order entry, or sales support in a

Qualifications

• 3+ years front desk, reception, office administration, or customer service experience in a professional office.
• Experience with quoting, order entry, or sales support in a distribution or B2B environment is preferred.

Responsibilities

• Provide general administrative support, including answering and directing calls, managing correspondence, and filing.
• Greet visitors, manage the front counter and reception area, and ensure a welcoming atmosphere for customers and staff.
• Open the office each business day and keep the front area clean, organized, and stocked.
• Receive, sort, and distribute mail and packages, handling confidential items with discretion.
• Coordinate luncheons and office meetings, including logistics and catering arrangements.
• Back-up assistance to the Executive Administrator as needed.

Skills

Microsoft Office

CRM systems

ERP systems

NetSuite (preferred)

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree preferred

Tools

CRM

ERP

Job description

Full-Time

On-Site

Position Overview

The Office Administrator keeps WAV's College Station office running smoothly and serves as the onsite point of contact for employees, visitors, customers, and vendors. The role provides front office and general administrative support, coordinates onsite activities for employees and guests, supports facilities administration, and backs up counter sales.

Essential Job Functions

Office Administration

• Provide general administrative support, including answering and directing calls on the College Station main line, managing correspondence, and maintaining filing systems


• Manage the Company's info email inbox and provide backup coverage for the admin email box


• Greet visitors, manage the front counter and reception area, and ensure a welcoming atmosphere for customers, visitors, and team members


• Open the office each business day and keep the front counter, reception area, break room, and common areas clean, organized, and stocked


• Receive, sort, and distribute incoming mail and packages, and prepare outgoing mail and packages, handling confidential items with discretion


• Monitor office supply and equipment inventory and work with the Executive Administrator to place orders


• Receive and stock office supplies and equipment as required


• Coordinate luncheons and office meetings, including logistics and catering arrangements


• Serve as onsite coordinator for employees visiting from other WAV locations, including assigning workstations and coordinating lunches and other onsite needs


• Serve as onsite coordinator for vendor technical and sales trainings held at the College Station office, including room setup, visitor check-in, and catering


• Maintain strict confidentiality regarding all matters and handle sensitive information discreetly


• Provide back-up assistance to the Executive Administrator as needed

Facilities Administration

• Coordinate with janitorial and maintenance staff to keep the office clean, organized, and well-maintained


• Serve as a backup point of contact for vendors and service providers, including cleaning crews, HVAC, plumbing, electrical, pest control, and other contractors, by scheduling service visits, letting vendors in, and reporting maintenance issues to the E-commerce Operations and Facilities Manager


• Assist the E-commerce Operations and Facilities Manager with scheduling repairs and annual inspections, and keep service and inspection records needed for building code compliance


• Assist with gathering competitive quotes for services, repairs, and facility improvements for review by the E-commerce Operations and Facilities Manager


• Coordinate with the landlord on routine building matters, such as maintenance requests, building access, and notices, in coordination with the E-commerce Operations and Facilities Manager


• Maintain a list of keys and building access, tracking who holds keys, badges, or access codes and updating it as employees and vendors are added or removed

Counter Sales Backup

• Serve as backup to the Counter & Inside Sales Representative during absences, breaks, and peak periods


• Greet and assist walk-in customers promptly, providing courteous, professional sales support and product or service information


• Prepare quotes and process sales orders in person and by phone, including applicable payments, pickup, or delivery arrangements


• Keep the counter area organized and customer-ready during coverage

General

• Adhere to and promote the WAV Fundamentals


• Comply with all company policies and procedures as outlined in the Employee Handbook


• Perform other duties as directed by management

Non-essential Job Functions

• Maintain a clean, organized, and safe workspace


• Support special projects 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

High school diploma or equivalent required; associate's or bachelor's degree preferred. Three or more years of front desk, reception, office administration, or customer service experience in a professional office required. Experience with quoting, order entry, or sales support in a distribution or business-to-business environment is preferred.

Language Ability

Excellent written and verbal communication skills with a professional phone presence. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write clear business correspondence and to communicate effectively with customers, vendors, and employees at all levels.

Math Ability

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to adapt to challenging situations and to balance, execute, and prioritize both routine and analytical tasks. Ability to define problems, collect data, establish facts, and draw valid conclusions. Willingness, capability, and determination to solve problems and participate in team problem-solving and negotiations.

Computer Skills

Proficiency in Microsoft Office, including Outlook, Word, and Excel, required. Experience with CRM and ERP systems required; NetSuite experience preferred. Must be able to prepare quotes and sales orders without error.

Certificates/Licenses Required

N/A

Other Skills/Abilities

• Highly organized and detail focused, with strong analytical and problem-solving skills


• Dependable and punctual; able to reliably open the office at the start of each business day


• Self-starter who is independent and proactive, and able to manage multiple priorities in a fast-paced environment


• Exercises discretion with confidential information, including mail and correspondence


• Works well in a team environment with a positive attitude and willingness to cover for teammates

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Supervisory Responsibilities

This position does not have supervisory responsibilities.

Work Environment

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

Work environment consists of an indoor, climate-controlled atmosphere. Noise level in the office is quiet to moderate. Noise level in the warehouse is moderate and occasionally loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position frequently requires the employee to stand, sit, and walk, including sitting or standing for extended periods. The employee is frequently required to use hands to finger, handle, or feel, operate a computer keyboard, mouse, and other devices, reach with hands and arms, and talk/hear. The employee must be able to lift up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.