Office Administrator

ATZ Manufacturing; Minnesota; On-site; USD 42,000 - 52,000; Full time

Job summary

ATZ Manufacturing is seeking an Office Administrator to organize and coordinate office operations and procedures. The role includes answering calls, greeting visitors, handling correspondence, data entry in ERP (E2), invoicing, and supporting R&D with material purchases.

The candidate should be proficient in Microsoft Office, ERP E2, and QuickBooks, with strong organizational skills and attention to detail. High school diploma required; college degree preferred. On-site in Minnesota.

Qualifications

• High school diploma or equivalent; college degree (preferred)
• Proficient in Microsoft Office Suite, ERP system (E2), QuickBooks, and other software.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping

Responsibilities

• Answer and direct phone calls, emails and other correspondence.
• Greet and assist visitors and clients in a professional and friendly manner.
• Address customer inquiries and provide general information about the company.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintain and update company databases, records, and filing systems.
• Prepare and distribute documents including correspondence, reports, drafts, memos and emails as needed.
• Open, sort and distribute incoming correspondence.
• Prepare and perform bank deposits.
• Data entry in ERP system (E2) and other software.
• Process invoicing, cash receipts, credit memos, warranty claims, and other office-related receipts.
• Research and purchase materials and tools as requested by R&D or as needed.
• Create purchase orders for hardware, ensuring timely delivery of materials and products.
• Monitor hardware supplier performance and resolve issues related to quality, delivery, or billing.
• Maintain office supply inventory and place orders as necessary.
• Maintain office equipment and coordinate repairs or replacements as needed.
• Ensure the office is clean, organized, and conducive to a productive work environment.
• Assist with the planning and coordination of office events, meetings, and conferences.
• Arrange catering, accommodations, and other logistics for events.
• Prepare and process outgoing shipments, including labeling, packing, and documentation as needed.
• Schedule and coordinate pickups and deliveries with shipping carriers.
• Maintain accurate records of shipments, including tracking information and shipping costs.
• Ensure compliance with legal requirements related to shipping.
• Communicate with carriers, suppliers, and customers to resolve shipping issues and inquiries.
• Identify opportunities to improve shipping processes and reduce costs.
• Implement best practices for packing, shipping, processing, and documentation for shipments.
• Develop and maintain standard operating procedures (SOP).
• Other duties as assigned.

Skills

Communication

Org & planning

Time management

Problem solving

Info gathering

Attention to detail

Flexibility

Adaptability

Customer service

Teamwork

Self-motivated

Typing

Multitasking

Education

High school diploma

College degree preferred

Tools

Microsoft Office

ERP E2

QuickBooks

Job description

Job Description

ATZ Manufacturing is a family-owned manufacturing business that started in 2008. Our product line started with the Trackchair and has grown to include other tracked/mobility products, as well as other custom fabrication work done for customers. We pride ourselves in providing the highest individual service to our customers. We have top notch team members and top shelf equipment for Laser Cutting, Computerized Press Brake, Powder Coating, Sandblasting/Wheel-a-brator, Robotic Welding, Tube Bending, Machining, Shearing, Rolling, Custom Design (SolidWorks).

The Office Administrator is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency.

Job Duties & Responsibilities:

• Answer and direct phone calls, emails and other correspondence.
• Greet and assist visitors and clients in a professional and friendly manner.
• Address customer inquiries and provide general information about the company.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintain and update company databases, records, and filing systems.
• Prepare and distribute documents including correspondence, reports, drafts, memos and emails as needed.
• Open, sort and distribute incoming correspondence.
• Prepare and perform bank deposits.
• Data entry in ERP system (E2) and other software.
• Process invoicing, cash receipts, credit memos, warranty claims, and other office-related receipts.
• Research and purchase materials and tools as requested by R&D or as needed.
• Create purchase orders for hardware, ensuring timely delivery of materials and products.
• Monitor hardware supplier performance and resolve issues related to quality, delivery, or billing.
• Maintain office supply inventory and place orders as necessary.
• Maintain office equipment and coordinate repairs or replacements as needed.
• Ensure the office is clean, organized, and conducive to a productive work environment.
• Assist with the planning and coordination of office events, meetings, and conferences.
• Arrange catering, accommodations, and other logistics for events.
• Prepare and process outgoing shipments, including labeling, packing, and documentation as needed.
• Schedule and coordinate pickups and deliveries with shipping carriers.
• Maintain accurate records of shipments, including tracking information and shipping costs.
• Ensure compliance with legal requirements related to shipping.
• Communicate with carriers, suppliers, and customers to resolve shipping issues and inquiries.
• Identify opportunities to improve shipping processes and reduce costs.
• Implement best practices for packing, shipping, processing, and documentation for shipments.
• Develop and maintain standard operating procedures (SOP).
• Other duties as assigned.

Education & Experience:

• Proficient in Microsoft Office Suite, ERP system (E2), QuickBooks, and other software.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• High school diploma or equivalent; college degree (preferred)
• Basic accounting principles

Skills & Qualifications:

• Communication skills - written and verbal
• Strong organizational and planning skills
• Time management
• Problem assessment and problem solving
• Information gathering and information monitoring
• Attention to detail and accuracy
• Flexibility
• Adaptability
• Customer service orientation
• Teamwork
• Self-motivated
• Typing skills
• Ability to multi-task