Office Administrator

SUMMARY

The Office Administrator plays a key role in ensuring the smooth operation of the office by managing administrative tasks, supporting staff, and maintaining a productive work environment. This position provides comprehensive administrative support to multiple departments and requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced setting.

DUTIES AND RESPONSIBILITIES

• Provides administrative support to department leaders and managers, including scheduling meetings, managing calendars, and coordinating travel as needed.
• Prepares and distributes internal communications, develops agendas, records meeting minutes, and tracks follow-up actions.
• Supports finance and purchasing activities such as managing purchase orders, processing invoices, and maintaining installation purchase order logs.
• Coordinates with vendors and internal teams for installations, equipment rentals, billing, and site logistics to support projects; verify invoices and resolve discrepancies.
• Generates and distributes regular reports related to office operations, project status, and departmental performance.
• Organizes office functions, training sessions, workshops, and team-building events.
• Maintain and update filing systems, databases, and records.
• Manages office supply inventory and ensures office environment is clean and organized; serves as primary contact for building and vendor management topics.
• Perform other administrative duties as assigned.

REQUIREMENTS

High school diploma required; associate or bachelor's degree preferred.

Minimum three (3) years‘ experience in office administration or a related field, preferably in an industrial or manufacturing environment.

Up to 10% of travel as required.

Skills & Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to work independently and collaboratively.
• Professional demeanor and customer service orientation.
• Ability to work effectively with internal departments, external customers, vendors and subcontractors to ensure smooth communication, coordination, and execution of tasks.
• Travel coordination and calendar management experience preferred.
• Some accounting experience preferred.

Physical Requirements

• Ability to remain stationary at a desk for prolonged periods of time.
• Ability to go to site frequently and move safely around industrial and/or warehouse environment.
• Ability to lift and carry supplies up to 25 pounds at a time.
• Ability to operate computers, tablets, phones, and other electronic devices.
• Ability to communicate with others verbally and in writing, on a frequent basis.
• Ability to tolerate exposure to job site temperature fluctuations due to seasonal weather in geographic region.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Requirements

This position may require work at TGW customer sites. TGW's customers may require background checks before accessing their sites. Refusal to participate in a customer-required background check may result in a customer barring access and a subsequent reduction in work.

Equal Opportunity Employer

TGW Systems Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.