Office Administrator in Brenham, Texas at QuestSpecialty

Position Overview

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The Office Administrator plays a pivotal role in ensuring the smooth and efficient operation of our manufacturing facility's administrative functions. This position is responsible for managing day-to-day office activities, coordinating communication between departments, and supporting management with organizational tasks. The successful candidate will oversee scheduling, maintain records, and facilitate the flow of information to enhance productivity and operational effectiveness. By serving as a central point of contact, the Office Administrator helps create a well-organized work environment that supports both staff and leadership. Ultimately, this role contributes significantly to the overall success and efficiency of the manufacturing operations through effective administrative management.

Essential Duties and Responsibilities

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1. Executive and Corporate Administration

• Provide administrative support to the CEO and Controller, including corporate documentation, NDAs, information requests, correspondence, records, notes payable files, and special projects.
• Coordinate any business travel, meetings, calendars, employee relocations, and management reporting.
• Maintain organizational charts, job titles, corporate files, and alarm system access codes.

2. Office Operations and Facilities

• Manage daily office operations, including mail, calls, correspondence, shipping, postage, office supplies, furniture, equipment, and vendor services.
• Coordinate company events, holiday parties, sales meetings, business dinners, employee celebrations, catering, and other company-sponsored activities.
• Coordinate bank deposits, certificates of insurance, facilities reporting, and other general administrative requirements.

3. Tax Compliance and Government Reporting

• Prepare, coordinate, and file applicable sales and use tax, CAT, and other state tax returns and payments. Communicate with the Tax Consultants.
• Coordinate property tax reporting and payments.
• Prepare annual tax abatement reports for the City of Brenham and Washington County.
• Complete U.S. Census reports, Forms 1099 and 1096, and other required governmental filings.
• Provide backup support for EFTPS reporting and payments and assist with tax audits, information requests, and supporting documentation.

4. Insurance and Fleet Management

• Assist the Controller with commercial insurance applications, renewals, records, and claims, including property, liability, cyber, crime, management liability, and workers' compensation.
• Manage company fleet administration, including vehicle purchases, sales, titles, registrations, insurance, claims, driver records, Fuelman cards, and vehicle transportation.

5. Vendor and Contract Administration

• Administer CardConnect, Corpay and any other merchant services, maintain credit card and payment records, and review processing rates.
• Coordinate vendor contracts, renewals, and negotiations, including Dun & Bradstreet, Experian, postage equipment, and other assigned services.
• Maintain records for company vehicles, credit cards, and other corporate agreements.

6. Sales, Regulatory, and Accounting Support

• Provide backup support for sales reports, representative commissions, sales representative onboarding and terminations, and customer announcements.
• Provide backup support for Regulatory Administration, including EFTPS reporting and authorized online payments.
• Assist Accounting with invoice issues, missing receipts, credit card discrepancies, reports, tax payments, and other accounting or administrative matters.
• Coordinate employee training registrations, online courses, and related administrative activities.

7. Compliance and General Responsibilities

• Maintain accurate, organized, and confidential records and ensure timely completion of assigned filings, payments, renewals, and reporting requirements.
• Coordinate employee-related activities, including appreciation giveaways, company shirts, flowers, sympathy and get-well cards, and other approved arrangements.
• Support compliance with company policies, safety requirements, and applicable regulations.
• Perform other duties and special projects assigned by the CEO, Controller, or their designee.

Required Education and Experience

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• High school diploma or equivalent; Associate degree or higher preferred.
• Minimum of 2 years of administrative experience, preferably within a manufacturing or industrial environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking skills with attention to detail.
• Familiarity with basic accounting and budgeting principles.
• Excellent written and verbal communication skills.

Physical Requirement

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Prolonged periods of sitting at a desk and working on a computer. The ability to view and analyze data on computer screens for extended periods. Occasional standing, walking, or moving within an office environment. Ability to communicate clearly (verbal and written) with team members and stakeholders. Occasionally lift or move light office items (typically up to 10–15 pounds), such as laptops or files.