Office Administrator
3 days ago
Buffalo
Job DescriptionGTI is a contract manufacturing partner supporting customers in renewable energy, power generation, infrastructure, and industrial systems. We fabricate custom designed, purpose-built enclosures and skids for our customers and perform mechanical and electrical integration in-house, delivering a true turn-key product to our customers. Our scope spans Engineering, prototype builds, through full production, requiring teams that can move fast, adapt, and execute with precision. GTI Values: Safey I Quality I Customer Obsession I Speed I Agility Position Overview GTI Fabrication is seeking a professional, detail-oriented, and highly organized Office Administrator to serve as the first point of contact for visitors, vendors, candidates, and internal employees while providing broad administrative support across departments. This role is critical to maintaining an efficient, secure, and welcoming office environment within a busy manufacturing setting. The Office Administrator will support front desk operations, interview coordination, travel booking, internal communication, document control, scheduling, and operational support activities. This role requires strong judgment, professionalism, and the ability to manage conflicting priorities while maintaining a positive attitude and high level of customer service. Key Responsibilities Front Desk & Visitor Management • Greet visitors, clients, vendors, candidates, and employees in a professional and courteous manner, • Manage visitor sign-in procedures and ensure compliance with company security and safety protocols, • Answer and route incoming phone calls, emails, and general inquiries promptly, • Maintain a clean, organized, and welcoming front desk and reception area, • Coordinate visitor badges, meeting arrivals, and host notifications Interview Coordination & Candidate Experience • Coordinate virtual interviews, phone screens, and on-site interviews across multiple departments, • Schedule interviews with Hiring Managers, Recruiters, and leadership teams while balancing changing calendars and production schedules, • Prepare interview rooms, meeting logistics, and candidate visit agendas, • Welcome candidates on-site and ensure a professional interview experience, • Manage reschedules, last-minute changes, and urgent requests with professionalism and speed Travel Coordination • Book travel arrangements for internal employees including flights, hotels, rental cars, and itineraries for business travel, • Coordinate candidate travel for interviews including airfare, lodging, transportation, and confirmations, • Ensure travel is booked accurately, cost-effectively, and aligned with company policy, • Manage itinerary changes, delays, cancellations, and urgent travel adjustments as needed, • Maintain travel records, confirmations, and reimbursement support documentation Administrative & Clerical Support • Perform general administrative duties including filing, data entry, document preparation, scanning, and record maintenance, • Create and maintain organized databases, spreadsheets, records, and digital filing systems, • Assist in preparing reports, presentations, meeting materials, and internal communications, • Manage incoming and outgoing mail, packages, and deliveries, • Maintain confidentiality of sensitive employee, candidate, and company information Scheduling & Cross-Functional Coordination • Schedule meetings, appointments, conference rooms, and recurring operational meetings, • Support internal leadership meetings, site visits, and company events, • Coordinate calendars across HR, Operations, Engineering, Safety, and Leadership teams, • Balance competing priorities and shifting schedules in a fast-paced environment, • Ensure strong communication and follow-through across stakeholders Operational & Manufacturing Support • Assist with preparing shipping documents, work orders, inventory logs, and production-related paperwork, • Support document control for manufacturing operations and internal process documentation, • Collaborate with Operations and plant leadership to ensure smooth workflow and communication, • Provide administrative support to Safety and EHS functions including documentation, training records, and audit preparation, • Participate as a member of the Safety Committee when required Office & Supply Management • Maintain office supply inventory and place orders as needed, • Coordinate breakroom, conference room, and shared space readiness, • Manage vendor relationships for office services, cleaning, supplies, and related support needs, • Ensure shared administrative resources remain stocked and functional Professionalism & Service Mindset • Maintain a positive attitude and calm demeanor while handling multiple priorities, • Represent GTI professionally with employees, candidates, vendors, and visitors, • Solve problems proactively and escalate issues appropriately, • Support a high-service culture across the Buffalo site Required Qualifications • High school diploma or equivalent required, • 2–5 years of experience in an administrative, office coordinator, executive support, recruiting coordinator, or front desk role, • Strong experience scheduling meetings, interviews, or travel arrangements, • Proven ability to manage multiple conflicting priorities in a fast-paced environment, • Strong communication and interpersonal skills, • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams), • Strong organizational skills with high attention to detail, • Ability to maintain confidentiality and professionalism at all times Preferred Qualifications • Associate’s degree in Business Administration or related field preferred, • Experience supporting operations in a manufacturing or industrial environment, • Experience coordinating candidate interviews or recruiting support activities, • Experience booking corporate travel for employees or executive teams, • Experience supporting Environmental Health & Safety documentation or compliance functions
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