Office Administrator

Job Summary
We are seeking a dynamic and highly organized Office Administrator to join our team! Seeking an experienced, organized Office Administrator to run day-to-day administrative, financial, and operational support functions for a $4M CNC precision machine shop. This role keeps the business efficient, compliant, and customer-focused while supporting shop leadership and frontline production

Duties

• Oversee reception, phone/email triage, records, filing, and document control (job travelers, certifications)
• Manage office supplies, vendor relationships, and facility needs (utilities, janitorial, small repairs).
• Prepare and maintain account payable/receivable, invoicing, bank deposits, petty cash, and basic ledger reconciliation.
• Work with external CPA/bookkeeper on monthly close, payroll, sales tax, and annual taxes.
• Track job costs and assist estimating/quoting with up-to-date overhead allocations.
• Source and purchase consumables, tooling, fixtures, and indirect materials; maintain safety stock levels
• Maintain inventory records for raw materials and finished goods; coordinate parts kitting for jobs.
• Schedule and coordinate work orders, communicate delivery dates to customers, and track job progress.
• Maintain production calendars, coordinate subcontract services (heat treat, plating), and route parts to quality.
• Administer payroll (or run through payroll provider); benefits enrollment support, onboarding/offboarding, and maintain personnel files.
• Ensure OSHA, EPA, Hazmat, and other regulatory paperwork and training records are up to date.
• Coordinate safety meetings, maintain MSDS, and track required licensing/certifications.
• Respond to customer inquiries, prepare quotes with input from estimators/ops, track orders and delivery status.
• Maintain CRM or order-tracking system and manage contract/PO documentation.
• Prepare weekly/monthly management reports: revenue, margins, job-cost variances, on-time delivery, inventory turns, KPI/Success metrics, and scrap.
• Identify process improvements to reduce administrative and production bottlenecks.

Requirements

• 3-5+ years office/operations experience in a manufacturing or CNC machining environment (preferred).
• Proficiency with ERP/MRP or job-shop systems (JobBOSS, E2, Fishbowl) and MS Office (Excel required)
• Familiarity with job costing, basic accounting principles, and payroll processes.
• Knowledge of shop floor terminology, CNC Operations, tooling, and subcontract processes
• Strong orgnaizational, communication, and multi-tasking skills; ability to prioritiez in a fast-paced enviroment.
• Detail-oriented, problem-solver, and team player.
• High school diploma required, Associate degree or Business/Finance certificate preferred.

Benefits:

• Competitive salary/hourly wage (negotiable)
• Position available on 1st (Monday-Friday; occasional overtime during month-end or shipping peaks).
• Flexible Schedule (minimum 40 HR)
• 401K
• Health Savings Account
• Health insurance
• Paid time off
• Career growth opportunities

Interested? Apply Now!
Complete the following survey, prior to submitting your resume: https://take.surveys.ci/s/5S18JQAF6i/72832

Send your resume to spease@unitedtoolllc.com or call 262.347.2004 for more details.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Desktop administration: 3 years (Required)

Work Location: In person