The Office Administrator serves as the administrative hub of Tuff Trailer, providing coordination and support across office operations, accounting administration, human resources, payroll administration, customer service, and sales support.
This position plays a critical role in ensuring daily business operations are organized, efficient, and professionally executed. The Office Administrator works closely with company management to coordinate administrative processes, maintain accurate records, support employees and customers, and ensure operational activities are completed accurately and on schedule.
Success in this position requires exceptional organizational skills, attention to detail, professionalism, confidentiality, sound judgment, and the ability to effectively manage multiple priorities within a fast-paced manufacturing environment.
Company Overview
Tuff Trailer is the largest manufacturer of boat trailers in the Pacific Northwest. The company designs and manufactures high-quality aluminum, galvanized, and painted boat trailers, as well as ramp and tilt trailers for recreational and commercial customers.
Tuff Trailer is committed to exceptional craftsmanship, outstanding customer service, continuous improvement, and maintaining a professional, family-oriented workplace where employees work together to support the company's long-term success.
Essential Functions
The duties listed below are representative of the primary responsibilities of this position and are not intended to be an exhaustive list of all duties assigned.
Human Resources & Employee Administration
The Office Administrator provides administrative support for the company's human resources functions and coordinates many day-to-day employee administration activities.
Responsibilities include:
- Assist management with recruiting, interviewing coordination, and onboarding activities.
- Prepare and process new hire documentation and maintain personnel records.
- Coordinate new employee orientation, including review of company policies, procedures, benefits, safety requirements, and the Employee Handbook.
- Maintain employee files while ensuring confidentiality and compliance with company policies.
- Coordinate employee benefit enrollments, qualifying life event changes, annual renewals, and required documentation.
- Serve as the administrative liaison between employees and benefit providers.
- Coordinate benefit communications and ensure enrollment deadlines are met.
- Submit benefit premium payments in accordance with established schedules.
- Maintain and update HR forms and the Employee Handbook as directed by management.
- Coordinate with external Human Resources consultants as requested.
- Provide administrative support for employee relations documentation.
- Respond to employee questions regarding policies, benefits, payroll, and administrative procedures.
Payroll Administration
The Office Administrator coordinates payroll administration while working closely with the company's payroll provider to ensure timely and accurate payroll processing.
Responsibilities include:
- Collect, review, and submit payroll information.
- Verify payroll information for accuracy prior to processing.
- Resolve payroll discrepancies and coordinate corrections with the payroll provider.
- Maintain payroll records and support documentation.
- Prepare payroll reports for management.
- Coordinate Workers' Compensation claims and maintain claim documentation.
- Communicate with insurance carriers and employees regarding Workers' Compensation matters when appropriate.
Accounting Administration
The Office Administrator provides accounting support by coordinating Accounts Payable, Accounts Receivable, banking activities, and financial recordkeeping.
Responsibilities include:
- Prepare customer invoices, process payments and maintain accurate Accounts Receivable records.
- Process vendor invoices, compare with inventory POs and maintain Accounts Payable records.
- Prepare vendor payment batches according to company payment schedules.
- Research and respond to vendor inquiries.
- Reconcile bank accounts and company credit card statements.
- Prepare journal entries and support accounting documentation.
- Create and maintain weekly/monthly financial and KPI reports.
- Assist with month-end accounting procedures and reporting (5).
- Maintain organized financial records and supporting documentation.
- Assist management with accounting research and special projects assigned.
Financial approvals, accounting policy decisions, and financial management remain the responsibility of company management.
Office Operations & Customer Service
The Office Administrator serves as the primary administrative contact for daily office operations while supporting customers, vendors, and internal departments.
Responsibilities include:
- Provide professional reception and customer service.
- Respond promptly to customer phone calls, emails, and online inquiries.
- Coordinate communication between customers, sales, management, and production staff.
- Generate VIN tags and Manufacturer's Statements of Origin (MSOs)
- Coordinate customer pickup scheduling and communicate delivery status.
- Obtain transport quotes for customer trailer delivery and coordinate deliveries.
- Obtain shipping quotes for customer Parts and coordinate deliveries.
- Coordinate Department of Licensing documentation and registration requirements.
- Order office supplies and maintain general office inventory.
- Receive, distribute, and process incoming and outgoing mail.
- Record and distribute meeting minutes as requested.
- Maintain organized electronic and paper filing systems.
- Maintain operational forms and assist with copies and files electronically. (example: Daily Forklift report)
Safety & Compliance
- Assists with the implementation and administration of company safety programs, policies, and procedures to promote a safe and compliant work environment.
- Communicates safety guidelines, policies, and regulatory requirements to employees through training, meetings, postings, and routine workplace communications.
- Monitors workplace conditions and employee practices to identify potential safety hazards and ensure compliance with company policies and applicable regulations.
- Conducts or assists with workplace inspections, safety audits, and corrective action follow-up to address identified risks.
- Investigates and documents about workplace accidents, injuries, near-miss incidents, and property damage events, maintaining accurate and confidential records.
- Coordinates incident reporting and workers’ compensation documentation as required.
- Maintains OSHA-related records and logs, including injury and illness reporting requirements, ensuring timely and accurate submission of reports when required.
- Assists management in developing and implementing corrective and preventive actions to reduce workplace hazards and improve overall safety performance.
- Supports employee safety training programs and maintains records of certifications, training attendance, and compliance requirements.
- Serves as a resource for employees regarding workplace safety concerns and helps promote a culture of safety throughout the organization.
Sales Administration & Executive Support
The Office Administrator provides administrative support to company leadership and assists with sales administration activities.
Responsibilities include:
- Provide administrative support to the President and management team.
- Assist with customer quotations and sales documentation as requested.
- Support marketing initiatives and administrative projects.
- Assist management with processing documentation and workflow improvements.
- Participate in special projects that improve operational efficiency.
General Expectations
The Office Administrator is expected to:
- Maintain a high level of professionalism and confidentiality.
- Demonstrate excellent organizational and time management skills.
- Communicate effectively with employees, customers, vendors, and management.
- Manage multiple priorities while meeting deadlines.
- Exercise sound judgment and attention to detail.
- Identify opportunities for process improvement.
- Maintain accurate records and documentation.
- Work collaboratively as a member of the management support team.
Other Duties
Tuff Trailer maintains an "all hands-on deck" culture. Employees may be asked to perform additional duties outside their primary responsibilities to support business operations and customer needs.
Physical Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
- Prolonged periods of sitting while performing administrative duties.
- Frequent use of computers, keyboards, telephones, and other office equipment.
- Ability to view computer monitors for extended periods.
- Occasional standing, walking, bending, reaching, and lifting office materials weighing up to 25 pounds.
Education & Experience
Required
- High school diploma or equivalent.
- Minimum of five years of progressively responsible administrative experience.
- Experience working in a professional office environment.
Preferred
- Associate degree or additional post-secondary education in Business Administration, Accounting, Human Resources, or related field.
- Experience with payroll administration.
- Experience with accounting software.
- Experience supporting Human Resources functions.
- Experience in a manufacturing environment.
Knowledge, Skills & Abilities
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Ability to maintain confidentiality.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple assignments.
- Ability to work independently with minimal supervision.
- Strong customer service skills.
- Proficiency in Microsoft Office applications and business software.
- Ability to learn new software systems quickly.
- Ability to work effectively with employees at all levels of the organization.
- Commitment to teamwork, professionalism, and continuous improvement.
- Coordinate administrative activities that support company objectives.
Pay: $20.00 - $27.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
