Office Administrator

Precixion Inc.; Noblesville (IN); On-site; USD 42,000 - 62,000; Full time

Job summary

Precixion Inc. is seeking an Office Administrator who blends traditional office administration with sourcing, vendor management, and inventory tracking to keep production and daily operations running smoothly.

Responsibilities include procuring materials, coordinating supply chain, supporting leadership with scheduling and reports, coordinating IT needs, and managing facilities and vendor contracts in a fast-paced startup.

Qualifications

• 3–5 years of experience in office administration or procurement, preferably in manufacturing.
• Experience supporting executive leadership is a plus.
• Familiarity with IT equipment setup and troubleshooting (not a technical role).
• Strong organizational and multi-vendor management skills.
• Proficient with purchasing software, spreadsheets, or ERP/inventory systems.
• Excellent communication and negotiation abilities.
• Discretion with confidential matters and strong follow-through.

Responsibilities

• Procurement & purchasing: source, evaluate, and purchase materials and equipment; issue POs; track orders.
• Supply chain coordination: track shipments, forecast needs, maintain supplier relations and budgets.
• Leadership support: assist executives with scheduling, travel, and meeting prep; prepare materials.
• IT coordination: serve as first contact for IT needs; onboarding/offboarding logistics; vendor liaison.
• Office administration: manage facilities, mail, scheduling, and vendor contracts; filing systems.

Skills

Office administration

Purchasing and procurement

Vendor management

Supply chain coordination

Executive support

IT coordination basics

Negotiation

Documentation and records

Attention to detail

Independent startup environment

Tools

ERP / inventory systems

Purchasing software

MS Excel

Vendor management tools

IT equipment setup

Job description

The Office Administrator serves as the operational backbone of the office, with a primary focus on procurement, supply chain coordination, and purchasing activities that keep production and daily operations running smoothly. This role blends traditional office administration (scheduling, correspondence, facilities) with hands-on responsibility for sourcing, ordering, vendor management, and inventory tracking of materials, equipment, and supplies — while also providing direct administrative support to company leadership and coordinating basic IT needs across the office.

Key Responsibilities

Procurement & Purchasing

• Source, evaluate, and purchase raw materials, production supplies, office supplies, and equipment
• Obtain and compare vendor quotes; negotiate pricing, terms, and delivery schedules
• Issue and track purchase orders from request through delivery and invoicing
• Maintain accurate purchasing records and reconcile POs against invoices and packing slips
• Monitor inventory levels of consumables and production materials; reorder proactively to avoid production delays
• Identify and qualify new suppliers as needed; maintain vendor files and compliance documentation

Supply Chain Coordination

• Track incoming shipments and resolve delays, discrepancies, or damaged goods with vendors/carriers
• Coordinate with production/engineering teams to forecast material needs
• Maintain relationships with key suppliers and monitor for pricing changes, lead time shifts, or supply risk
• Support cost-tracking and budget reporting related to materials and supplies

Leadership Support

• Provide administrative support to company leadership as needed, including scheduling, correspondence, and preparation of materials for meetings
• Coordinate travel arrangements and expense reporting for leadership
• Assist with special projects and cross-functional initiatives at leadership's direction
• Help prepare reports, presentations, or documentation for board meetings, investor updates, or leadership reviews
• Act as a point of coordination between leadership and vendors/staff on operational matters

IT Coordination

• Serve as the first point of contact for basic IT needs (equipment setup, troubleshooting, account access) and elevate to outside IT support/vendors as needed
• Coordinate procurement and setup of computers, phones, and other equipment for new hires
• Maintain inventory of IT equipment and software licenses
• Manage relationships with IT support vendors, ISPs, and software/subscription providers
• Support onboarding/offboarding IT logistics (equipment issuance and return, account provisioning coordination with outside IT support)

Office Administration

• Manage day-to-day office operations, including facilities, supplies, and vendor service contracts (utilities, cleaning, equipment maintenance, etc.)
• Greet visitors, manage incoming mail/shipments, and handle general correspondence
• Support scheduling, meeting coordination, and light HR/administrative support as needed
• Maintain organized filing systems for contracts, vendor agreements, and procurement records

Qualifications

• 3-5 years of experience in office administration, purchasing, procurement, or supply chain coordination (manufacturing environment strongly preferred)
• Experience supporting executive or senior leadership a plus
• Basic familiarity with IT equipment setup and troubleshooting (not a technical/IT specialist role, but comfortable being the first point of contact)
• Strong organizational skills and ability to manage multiple vendors/orders simultaneously
• Comfortable using purchasing software, spreadsheets, or ERP/inventory systems (experience with [specific software, if any] a plus)
• Excellent communication and negotiation skills
• Discretion and professionalism when handling confidential or leadership-related matters
• Detail-oriented with strong follow-through on order tracking and documentation
• Ability to work independently in a small-team, fast-paced startup environment