Office Administrator

YMC America, Inc.; Massachusetts; On-site; USD 42,000 - 54,000; Full time

Job summary

YMC America, Inc. is seeking an Office Administrator to support daily office operations, greet visitors and vendors, and handle clerical tasks with professionalism.

The ideal candidate is friendly, organized, and able to manage multiple responsibilities while maintaining a welcoming attitude. You will support Customer Service with sales order entry in ERP and coordinate with multiple departments.

Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication.
• Excellent interpersonal and customer service skills.
• Professional telephone and email etiquette.
• Strong organizational and time-management abilities.
• Ability to prioritize tasks and manage multiple responsibilities.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, including PowerPoint, Word, Excel, Outlook.

Responsibilities

• Greet and assist customers, visitors, vendors, and employees in a friendly and professional manner.
• Answer, screen, and route incoming telephone calls to the appropriate person or department.
• Respond to general inquiries and provide accurate information about company products, services, policies, and procedures.
• Receive and distribute incoming mail, packages, and deliveries.
• Maintain a clean, organized, and welcoming reception and front-office area.
• Assist the Customer Service team by responding to customer inquiries, performing sales order entry in ERP system, and maintaining all documentation related to sales orders, quotes, and proposals.
• Follow up with customers when necessary to ensure questions and concerns are addressed.
• Maintain accurate records of customer communications and interactions.
• Work closely with other departments to ensure customers receive timely and accurate assistance.
• Coordinate office activities, including ordering lunches for team meetings, customers, and events.
• Act as Liaison for telephone services, copier/scanner issues, and shredding companies.
• Perform a variety of other customer service duties as assigned.
• Assist CEO/President with administrative projects.
• Prepare correspondence, reports, forms, spreadsheets, and other business documents.
• Assist with scheduling, calendars, meetings, and other office activities.
• Maintain confidentiality of customer, employee, and company information.
• Perform a variety of other administrative duties as assigned.

Skills

Communication

Organizational skills

Time management

Telephone etiquette

Customer service

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office

PowerPoint

Word

Excel

Outlook

Job description

We are seeking a professional, organized, and customer-focused Office Administrator to support the daily operations of our office. This position serves as a primary point of contact for customers, visitors, and vendors, while also providing administrative and clerical support to the team.

The ideal candidate is friendly, dependable, detail-oriented, and able to manage multiple responsibilities while maintaining a professional and welcoming attitude.

Responsibilities

Greet and assist customers, visitors, vendors, and employees in a friendly and professional manner.

Answer, screen, and route incoming telephone calls to the appropriate person or department.

Respond to general inquiries and provide accurate information about company products, services, policies, and procedures.

Receive and distribute incoming mail, packages, and deliveries.

Maintain a clean, organized, and welcoming reception and front-office area.

Assist the Customer Service team by responding to customer inquiries, performing sales order entry in ERP system, and maintaining all documentation related to sales orders, quotes, and proposals.

Follow up with customers when necessary to ensure questions and concerns are addressed.

Maintain accurate records of customer communications and interactions.

Work closely with other departments to ensure customers receive timely and accurate assistance.

Coordinate office activities, including ordering lunches for team meetings, customers, and events.

Act as Liaison for telephone services, copier/scanner issues, and shredding companies.

Perform a variety of other customer service duties as assigned.

Assist CEO/President with administrative projects.

Prepare correspondence, reports, forms, spreadsheets, and other business documents.

Assist with scheduling, calendars, meetings, and other office activities.

Maintain confidentiality of customer, employee, and company information.

Perform a variety of other administrative duties as assigned.

Qualifications

High school diploma or equivalent required.

Strong verbal and written communication skills.

Excellent interpersonal and customer service skills.

Professional telephone and email etiquette.

Strong organizational and time-management abilities.

Ability to prioritize tasks and manage multiple responsibilities.

Strong attention to detail and accuracy.

Ability to handle confidential and sensitive information appropriately.

Required Experience and Knowledge

Proficiency with Microsoft Office, including PowerPoint, Word, Excel, Outlook, and related office software.

Ability to learn company-specific software, databases, and customer management systems.

Preferred Skill and Experience

Additional administrative or business training is a plus.

Previous experience in administrative support, reception, office support, or customer service preferred.