Office Administrator

WILD BILLS TOBACCO STAFFING LLC; Troy (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

WILD BILLS TOBACCO STAFFING LLC is seeking an Office Administrator to support the corporate office with administrative tasks, billing oversight, and meeting coordination. The role emphasizes organization, initiative, and reliable follow-through in a fast-paced environment.

Responsibilities include phones, mail, files, scheduling, travel, and assisting new-hire processes, along with managing buydown programs and office supplies.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Previous administrative, office, billing, or related experience preferred.
• Attention to numerical accuracy and detail.
• Ability to work well in a fast-paced, sometimes stressful environment.
• Proficiency with Microsoft Office, especially Excel or related software.

Responsibilities

• Provide general administrative support to leadership and departments.
• Answer phones, greet visitors, and manage mail and deliveries.
• Maintain files, records, spreadsheets, and other documentation.
• Assist with scheduling, meetings, travel arrangements, and special projects.
• Support new-hire and employee administrative needs as requested.
• Assist with billing, invoicing, and buydown programs.
• Maintain inventory of office supplies and keep common areas organized.
• Coordinate lunches and refreshments for meetings and events.

Skills

Organization

Time management

Attention to detail

Initiative

Communication

Customer service

Confidentiality

Teamwork

Education

High school diploma or equivalent

Associates degree in office administration or related field preferred

Tools

Microsoft Office

Excel

Job description

Description

The Office Administrator supports the daily operations of the corporate office by providing administrative assistance, maintaining office readiness, coordinating meals and meetings, and assisting with billing and buydown programs. This position requires strong organization, attention to detail, initiative, and follow-through.

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.

Physical Requirements:

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