Office Administrator - Quincy, IL

Job Description

Office Administrator - Quincy, IL

Job Summary
The Office Administrator is responsible for overseeing the day-to-day administrative functions, processing payroll, maintaining inventory, managing reconciliations, and supporting plant personnel with general administrative tasks to ensure the plant operates smoothly and efficiently.
Key Responsibilities

• Generate and submit reports related to overall headcount, overtime, and other relevant metrics.
• Maintain attendance and discipline records to ensure the timely processing of related reports.
• Oversee and provide updates on colleagues' leave of absence (FMLA, short-term disability, etc.)
• Handle employee inquiries, requests related to attendance, and other administrative concerns.
• Support recruitment efforts by coordinating with the Talent Acquisition team to post openings, screen candidates, schedule and participate in interviews.
• Coordinate and manage the onboarding process for new hires.
• Administer payroll functions, including tracking time off, hourly time cards, and leaves.
• Maintain and organize employment and medical records.
• Generate purchase orders and communicate with vendors to ensure the timely delivery of supplies.
• Monitor inventory levels and coordinate replenishment efforts and activities.
• Investigate and resolve discrepancies in the purchasing system.
• Enter purchase orders into Maximo/Coupa to ensure accurate tracking and status updates.
• Reconcile receiving records with purchase orders, process invoices, and resolve any discrepancies in purchasing or invoicing.
• Address vendor inquiries regarding overdue invoices.
• Coordinate chemical scheduling and ordering as needed by each department, and provide expediting services to plant customers.
• Prepare, code, and enter A/P vouchers related to fixed payments.
• Communicate with suppliers to reconcile vendor statements.
• Prepare documentation for new suppliers.
• Track the daily receipt of all inventoried items to ensure reconciliation for month-end.
• Reconcile the physical inventory at month-end.
• Collaborate to address any inventory discrepancies.
• Prepare month-end reports for leadership and accounting.

• A high school diploma or equivalent is required; a degree in business administration, office management, or a related field is preferred.
• 2+ years of experience with Maximo, CTS, or similar asset management software.

• Strong organizational skills; strict attention to detail and high levels of accuracy.  
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) and basic office equipment.
• Problem-solving skills and ability to handle multiple tasks simultaneously.
• Ability to work independently as well as in a team setting.
• Efficient in prioritizing tasks and meeting deadlines.
• Strong documentation skills and ability to maintain strict confidentiality in all aspects of the role.
• Must be reliable, ethical, and professional.
• Expected to actively support and participate in the plant’s safety