Office Administrator

Description

Be the heartbeat of our office.

At Mead O’Brien, we don’t just sell products—we solve problems. From valves and automation to steam and hot water systems, we support critical industries across the Midwest with smart solutions and exceptional service.

The right person for this position is independent, driven, and confident taking initiative. You enjoy figuring things out, thinking on your feet, and solving problems before they become bigger issues. You’re comfortable managing your own workflow, pivoting when priorities shift, and stepping in where help is needed—often without being asked.  You take ownership of your work, ask smart questions, and look for better ways to get things done.

Primary Duties and Responsibilities

• Answer inbound phone calls and direct calls accordingly.
• Review vendor invoices and post to appropriate accounts in operating software
• Review freight bills and distribute to appropriate supporting staff.
• Maintain vendor master files, including scanning all vendor invoices into the network folders.
• Performing monthly company credit card reconciliation, including retrieving receipts from card holders.
• Work within operating software to manage inbound and outbound freight.
• Greet guests and customers upon arrival at the office.
• Maintain company, sales, and purchasing related files.
• Coordinate monthly event registrations, lunch, and room set-up.
• Be responsible for all mail and maintain associated equipment.
• Assist the sales process whenever possible.

Additional Duties and Responsibilities:

• Act as a point of contact for answering emails/calls from vendors, customers or internal supporting staff.
• Provide backup support for co-workers for A/R and A/P.
• Prepare and submit regular Refinery Order Status Reports, as required.
• Process factory order acknowledgements.
• Manage and procure office supplies as appropriate.
• Monitor performance of the cleaning staff, procure cleaning supplies as needed.
• Maintain records and monitor performance of shop uniform supplier.
• Enter orders and transactions, consignment, or transfer orders.

Requirements

• HS Diploma or Equivalent, additional education preferred.
• Ability to learn new software applications and apply knowledge quickly. 
• Very organized individual with the ability to multi-task and deal with interruptions.
• Thrives in a smaller company environment, eager to embrace the opportunity to wear multiple hats.
• Enjoys a dynamic role that goes beyond traditional boundaries, contributing to various aspects of the business.
• Ability to meet required deadlines under occasional stressful conditions.
• Highly motivated individual that is eager to learn and take on new challenges.
• Self-starter and able to work with minimal supervision - Takes direction well.
• Work cooperatively in a team environment with other staff members.
• Experience with ERP systems, Epicor Prophet 21 is a plus.
• Advanced knowledge of Microsoft Office applications (Excel, Outlook, etc).
• Strong communication skills, both verbal and written.
• Valid and verifiable driver’s license and record.
• Ability to pass background checks, drug screening, training, and safety clearances.