Office Administrator - Riverbend Industries Office Administrator - Riverbend Industries

Office Administrator

Company Summary

For over 20 years, InOvate Technologies, Inc. has focused on improving exhaust performance for residential clothes dryers.  Originating with the Dryerbox®, a transition duct receptacle that saves space and protects against crushed hoses, the South Florida-based company has a track record of patenting and licensing unique solutions that solve common dryer venting problems.  InOvate’s success has been rooted in the company’s ability to market directly to builders, architects, engineers, and contractors and pull those sales through over 2,500 HVAC supply houses nationwide.  Other avenues of channel sales include big box retail, roofing/building suppliers, and a network of home service professionals.  

Since 2019, InOvate is managed through the Riverbend Industries (RBI) portfolio.   RBI is a private family-owned portfolio holding company headquartered in Chicago, IL.  The portfolio is primarily comprised of several small, independently operated, previously family-run businesses in the light manufacturing and distribution sectors.  The portfolio is a long-term holder of its investments/assets and plans to grow both organically and through acquisitions into the foreseeable future.

Summary

The Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Administrator is responsible for developing and maintaining intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, customer and vendor invoicing, and task delegation.

The successful Office Administrator is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Primary Responsibilities

  • Serve as the point person for office maintenance, mailing, supplies, equipment, bills, errands, shopping
  • Organize the office layout and order stationery and equipment
  • Maintain the office condition and arrange necessary repairs
  • Partner with HR to update and maintain office policies as necessary
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Ensure that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors and service providers
  • Manage office G&A budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Assist in the onboarding process for new hires
  • Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services 
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Follow-up on estimates and various project statuses
  • Assist with general ad-hoc HR projects
  • Manage Accounts Receivable/Accounts Payable
  • Follow-up on outstanding receivables
  • Invoice customers and enter bills from vendors
  • Sales Tax Certificate Collection

Education, Experience, and Qualifications

Minimum

  • High School degree
  • 1-2 years in a professional office setting

Preferred 

  • Proven Experience as an Office Manager, Front Office Manager or Administrative Assistant
  • Familiar with freight logistics and shipping efficiencies
  • Previous experience in the construction industry is a plus
  • Experience with inside and outside sales a plus
  • Knowledge in supporting dealer distribution networks is a plus
  • Experience with NetSuite is a plus

Skills & Characteristics

  • Knowledge of Office Administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Familiarity with email scheduling tools, like Email Scheduler and Boomerang
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements

Physical Requirements

  • Ability to travel up to 5% of the time
  • Ability to remain seated for extended periods of time
  • Ability to stand, walk, kneel, squat, climb, and navigate throughout jobsites and manufacturing plants
  • Ability to safely lift and move objects with assistance up to seventy-five (75) lbs over short distances

$40,000 to $50,000

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