Office Administrator

Wild Bill's Tobacco; Troy (MI); On-site; USD 36,000 - 54,000; Part time

Job summary

Wild Bill's Tobacco is seeking an Office Administrator to provide general administrative support to leadership and departments in Troy, MI. You will handle phones, mail, scheduling, and coordination of meetings and travel as needed.

The role includes assisting with billing and buydown programs, managing office supplies, and coordinating meals for meetings and events. Part-time with potential to grow into full-time; strong organizational and communication skills are essential.

Qualifications

• Strong verbal and written communication is required.
• Excellent organizational, multitasking, and time-management abilities.
• Previous administrative, billing, or related experience preferred.
• High attention to numerical accuracy and detail is essential.
• Ability to work well under pressure in a fast-paced environment.
• Proficient with Microsoft Office Suite, especially Excel.

Responsibilities

• Provide general administrative support to leadership and departments.
• Answer phones, greet visitors, and manage mail and deliveries.
• Maintain files, records, and documentation; assist with scheduling and meetings.
• Assist with billing, invoicing, and buydown programs; track deadlines.
• Maintain office supplies; coordinate lunches, meetings, and events.

Skills

Organization

Time management

Attention to detail

Initiative

Reliability

Communication

Customer service

Confidentiality

Teamwork

Education

High school diploma or equivalent

Associates degree preferred

Tools

Microsoft Office

Excel

Job description

Essential Duties & Responsibilities

Office Administration

• Provide general administrative support to leadership and departments.
• Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries.
• Maintain files, records, spreadsheets, and other administrative documentation.
• Assist with scheduling, meetings, travel arrangements, and special projects.
• Support new-hire and employee administrative needs as requested.

Billing & Buydowns

• Assist with billing, invoicing, and related administrative processes.
• Process and track vendor/manufacturer buydown programs.
• Maintain accurate supporting documentation and submit required information by established deadlines.
• Track reimbursements and follow up on outstanding payments or discrepancies.
• Work with Accounting, Operations, and vendors to resolve billing and buydown issues.

Office & Supply Management

• Maintain inventory of office, kitchen, breakroom, and restroom supplies and ensure essential items remain stocked at all times.
• Order, receive, organize, and stock supplies as needed.
• Maintain clean, organized, and professional common areas, conference rooms, kitchens, and supply areas.
• Coordinate office maintenance, repairs, and vendor services as needed.

Lunch & Meeting Coordination

• Order lunches and refreshments for meetings, training sessions, interviews, and company events.
• Coordinate delivery, set up food and beverages, and ensure necessary supplies are available.
• Clean and organize meeting and food-service areas following meals and events.

Core Competencies

• Organization & Time Management
• Attention to Detail & Accuracy
• Initiative & Ownership
• Reliability & Follow-Through
• Communication & Professionalism
• Customer Service & Hospitality
• Confidentiality & Judgment
• Teamwork & Adaptability

Performance Expectations

The Office Administrator is expected to proactively maintain an organized and well-stocked office, provide responsive administrative support, accurately manage assigned billing and buydown responsibilities, and consistently follow through on tasks and deadlines.

Requirements

• Excellent verbal and written communication skills.
• Strong organizational, communication, and multitasking skills.
• Previous administrative, office, billing, or related experience preferred
• Strong attention to detail and numerical accuracy.
• Excellent organizational skills and attention to detail.
• Ability to function well in a high-paced and at times stressful environment.
• Advanced skill level with Microsoft Office Suite especially excel or related software.
• High school diploma or equivalent required; Associates degree in office administration or related field preferred.
• Part-time that may lead to full-time as we grow

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.