Full job description

Office Administrator

Position Type: Full-Time, Salaried
Reports To: General Manager
Location: Wichita, KS

Position Summary

The Office Administrator is a key support role responsible for ensuring smooth, accurate, and timely administrative operations within the ChemStation location. This position manages all paperwork flow, oversees inventory receipt and documentation, coordinates purchasing activities, and supports both Operations and Sales teams with essential administrative functions.
The Office Administrator helps maintain an organized, compliant, and efficient office environment that supports our mission and core values across all ChemStation locations.

Key Responsibilities

Administrative Operations

• Manage all incoming and outgoing paperwork, including production documents, delivery records, customer files, and internal forms.
• Maintain organized physical and digital filing systems in accordance with company standards.
• Prepare, update, and distribute internal reports and documentation as needed.
• Manage office communications, including answering phones, directing inquiries, and supporting customer service needs.

Inventory & Receiving

• Process and record all inbound inventory, including raw materials, packaging, fleet supplies, and maintenance items.
• Enter receiving documentation into inventory management systems (e.g., ChemStation production/ERP tools) with accuracy and timeliness.
• Reconcile discrepancies between purchase orders, packing slips, and received goods.
• Work closely with Operations and the General Manager to maintain accurate material counts and assist with monthly/quarterly inventory audits.

Purchasing & Vendor Coordination

• Develop, prepare, and issue purchase orders for production, operations, and office needs.
• Track order status, backorders, and delivery timelines with vendors.
• Support vendor communication, including price requests, follow-ups, and documentation of supplier information.

Office Management

• Maintain office supplies, equipment inventories, and general workplace organization.
• Coordinate maintenance or service of office equipment (printers, phones, computers, etc.).
• Assist with scheduling meetings, preparing agendas, and supporting internal communication needs.
• Ensure compliance with ChemStation administrative standards, safety policies, and documentation practices.