Office Administrator

Schwan Cosmetics USA; Murfreesboro (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Schwan Cosmetics USA in Murfreesboro, TN is seeking an Office Administrator to provide comprehensive administrative support across the organization, coordinating office operations and executive support in a fast-paced manufacturing environment.

This role requires highly organized, discreet, detail-oriented professionals who can manage competing priorities, maintain confidential information, and collaborate with leaders, employees, and vendors to ensure timely communication and accurate records.

Qualifications

• Role requires strong organizational skills and discretion in a fast-paced environment.
• Experience coordinating front-office operations and executive scheduling.
• Ability to maintain confidential information and compliant records.
• Familiarity with HRIS, payroll, onboarding, and employee communications a plus.
• Experience with quality documentation and document-control processes.
• Strong communication and cross-functional collaboration skills.

Responsibilities

• Coordinate daily office and front-office operations including access, supplies, reception, and workplace organization.
• Provide confidential support to the Managing Director and leadership, including calendars and meetings.
• Assist HR administration such as personnel records, onboarding, and changes.
• Support quality records, documents, change controls, and KPI reporting per cGMP.
• Help with budget tracking, invoicing, and monthly reconciliation.
• Maintain confidential information and ensure retrievable records per company policies.

Job description

The Office Administrator provides comprehensive administrative support across the organization, coordinating office operations, executive support, human resources administration, quality documentation, employee programs, and business records. This role serves as a central point of coordination for employees, leaders, clients, and vendors and is responsible for maintaining accurate information, timely communication, organized records, and consistent follow-through.

The ideal candidate is highly organized, discreet, detail-oriented, and comfortable managing competing priorities in a fast-paced manufacturing environment. The Office Administrator must be able to work independently, exercise sound judgment, protect confidential information, and collaborate effectively with all levels of the organization.

Essential ResponsibilitiesOffice Administration and Front Office Operations

• Coordinate daily office and front-office operations, including access, supplies, reception, employee programs, vendor services, workplace organization, and related safety, environmental, and quality requirements.

Executive and Leadership Support

• Provide confidential administrative support to the Managing Director and leadership team, including calendar and meeting coordination, correspondence, presentations, minutes, events, travel, communications, and follow-up.

Human Resources Administration

• Support HR administration and employee programs by maintaining personnel and HRIS records, processing employee changes, completing I9's, assisting with recruitment, onboarding, payroll, timekeeping, benefits, training, reporting, engagement activities, and internal communications.

Quality Records and Document Control

• Support quality records, batch-release documentation, document control, master data, Product Information Files, specifications, inspection plans, change controls, training records, quality notifications, client samples and approvals, and KPI reporting in accordance with cGMP and company requirements.

Financial, Reporting, and Program Administration

• Support budget tracking, monthly reconciliation, invoice processing, recurring reports, metrics, records management, and continuous-improvement activities.

Compliance, Confidentiality, and Safety

• Maintain confidentiality and accurate, retrievable records; follow company policies, document-control procedures, record-retention requirements, applicable regulations, and site safety and PPE requirements; perform other duties as assigned.