Office Administrator / Administrative Assistant Cape Charles, VA

Kaizen Lab Inc.; Virginia (MN); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Full benefits package

Competitive pay based on experience

Job summary

Kaizen Lab Inc. is seeking an Office Administrator in Virginia, MN, to support our Plant Manager and ensure efficient office operations. The ideal candidate will manage schedules, handle correspondence, and greet clients with professionalism. A high school diploma and experience in administrative roles are required. Familiarity with Microsoft Office products is essential. This position offers competitive pay and a full benefits package.

Qualifications

• Previous experience as an administrative assistant or in office/customer service support.
• Strong email correspondence skills with Microsoft Outlook.
• Ability to manage a calendar and coordinate meetings.

Responsibilities

• Manage the Plant Manager’s calendar and schedule appointments.
• Answer and direct incoming phone calls professionally.
• Maintain organized filing systems and company records.

Skills

Microsoft Outlook proficiency

Communication skills

Organizational skills

Multitasking abilities

Detail-oriented

Education

High school diploma or equivalent

Tools

Microsoft Office Suite (Word, Excel)

Job description

Position Summary

We are seeking a friendly, professional, and highly organized Office Administrator to serve as the right hand to our Plant Manager and the central point of contact for our facility. This is a flexible, hands‑on role that blends executive‑style administrative support — calendar coordination, email correspondence, and meeting scheduling — with front‑office operations such as answering phones, greeting visitors, and managing mail. The ideal candidate keeps the office running smoothly, anticipates needs before they arise, and is comfortable wearing many hats in a fast‑paced manufacturing environment.

Key Responsibilities

Plant Manager & Administrative Support

• Manage the Plant Manager’s Outlook calendar — schedule, prioritize, and coordinate meetings, appointments, and travel.
• Monitor, draft, and respond to email correspondence on behalf of the Plant, ensuring timely follow‑up.
• Prepare, format, and proofread documents, reports, and correspondence as needed.
• Anticipate the needs of the Plant Manager and proactively handle administrative details so leadership can focus on operations.

Front Office & Reception

• Answer and direct incoming phone calls in a courteous, professional manner.
• Greet customers, vendors, and visitors and assist them as needed.
• Receive, sort, and distribute incoming mail, emails, and deliveries; handle outgoing mail and shipments.
• Keep the reception and office areas clean, organized, and welcoming.

Office Operations & Coordination

• Maintain organized filing systems and accurate company records.
• Order and maintain office supplies and equipment.
• Assist with accounts payable and receivable tasks as needed.
• Coordinate communication between customers, drivers, and production staff.
• Assist customers with inquiries, orders, and general information.
• Support management and staff with administrative and clerical duties, and perform other related tasks as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience as an administrative assistant, executive assistant, receptionist, or in office/customer service support — preferably supporting a manager or executive.
• Strong proficiency with Microsoft Outlook, including calendar management and professional email correspondence.
• Proficiency with the broader Microsoft Office suite (Word, Excel).
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and prioritization abilities.
• High attention to detail and accuracy.
• Discretion and good judgment when handling confidential information.
• Flexible, adaptable, and able to work both independently and as part of a team.
• Professional, dependable, and personable demeanor.

What We’re Looking For

The ideal candidate is dependable, resourceful, and enjoys being the person who keeps everything running. They take initiative, adapt easily as priorities shift, and are comfortable supporting leadership while also managing the day‑to‑day flow of a busy office. If you take pride in being organized, helpful, and a step ahead, we’d love to hear from you.

Compensation & Benefits

Pay: Competitive and based on experience. Full benefits package available.