Position
Office Administrator

Summary
This position is responsible for front desk operations, order and invoice processing, basic accounts receivable support, facility and logistics coordination, and general office administration. The role supports both the sales team and warehouse operations to ensure smooth day-to-day business activities.

Essential Duties

Front Desk & Office Support

Greet visitors, answer calls, and manage general inquiries.
Maintain office documents, catalogs, and printed materials.
Coordinate office supplies, petty cash, and basic administrative tasks.

Order Processing & Customer Support

Process orders and picking tickets, track deliveries, and follow up on status.
Create and update customer accounts and handle customer inquiries.
Reprint invoices and communicate out-of-stock or order changes as needed.

Accounts Receivable Assistance

Enter payments, match invoices with checks, and assist with closing activities.
Coordinate with sales staff on outstanding or incorrect invoices.

Logistics & Warehouse Coordination

Support shipping arrangements and monitor logistics schedules.
Assist with vendor coordination for building maintenance and service providers.
Help manage vehicle and equipment registrations and leasing documentation.

Shipping Issues & Claims

Assist with carrier claims and follow up until resolution.
Coordinate necessary documentation with logistics partners when required.

Working Hours / Style
Monday through Friday, 08:00 AM – 05:00 PM
Office-based when not visiting customers

Working Location
Carol Stream, IL

Salary / Benefits
$45,000 – $49,920 (DOE)
Health, dental, and vision insurance: 80% company-paid (90% after 3 years)
401(k) with company match
Paid Time Off (PTO), Sick Leave (SL)
Company car provided (must have a clean driving record)

Holidays
Saturdays, Sundays, and U.S. federal holidays

Qualifications

2+ years of experience in office administration, customer service, or order coordination.
Strong organizational skills and ability to manage multiple tasks accurately.
Basic knowledge of invoicing and payment entry (AR support experience preferred).
Proficiency with Microsoft Office; experience with order/ERP systems is a plus.
Experience using ZOHO systems is a big plus.
Clear and professional communication skills.
Team-oriented, proactive, and able to solve day-to-day issues independently.
Bilingual English/Japanese is a plus (not required).