Office Administrator

Position Overview:

The Office Administrator supports daily operations for Rifenburg Equipment Services by ensuring smooth, efficient, and organized office workflows. This role requires strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Job Functions:

The list below is illustrative and is not a comprehensive list of all duties that may be assigned.

• Welcome, greet, and direct customers, vendors, and visitors in a professional manner.
• Manage incoming phone calls, route inquiries, and relay accurate messages promptly.
• Code and process packing slips, fuel invoices, and related documents for approval.
• Maintain organized office files, records, and electronic documentation.
• Open, sort, and distribute daily mail and incoming correspondence.
• Provide administrative support, reporting assistance, and general office coordination for all staff.
• Organize, track, and distribute company vehicle registrations and related documentation.
• Assist with monthly, quarterly, and annual Fuel Tax reporting requirements.
• Support Accounts Receivable activities by conducting collection calls and processing checks and credit card payments as needed.
• Other projects as assigned.

Experience/Education:

• High School Diploma is required; an associate’s degree is preferred
• Prior experience in an office administration or office management role; experience in a construction or equipment-service environment is strongly preferred.

Required Skills:

• Exceptional organizational skills with the ability to prioritize and multitask.
• Proficiency in Microsoft Excel and Word; experience with Vista (Viewpoint) software is a plus.
• Strong written and verbal communication skills; accurate data entry is essential.
• Ability to work independently, exercise sound judgment, and troubleshoot issues proactively.
• Professionalism, reliability, and a high level of attention to detail.

Supervisory Skills: This position does not supervise others.

Benefits

• Competitive Wages
• Health & Dental with generous employer contribution
• Supplemental Insurances (Vision, FSA, Dependent Care, Short-term Disability, Critical Illness, etc.) 
• Paid Holidays
• Generous PTO
• Employee Stock Ownership Plan (ESOP)

Rifenburg Companies follow EEO Federal and State guidelines prohibiting employment and job discrimination. It is the policy of Rifenburg Companies to provide for and promote equal employment opportunity in employment compensation and other terms and conditions of employment without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Vietnam Era Veteran status, genetic predisposition, carrier status or any legally protected status.

The policy applies to all employment practices and actions. It includes, but is not limited to, recruitment, job application process, examination and testing, hiring, training including apprenticeship and on-the-job training, disciplinary actions, rate of pay or other compensation, advancement, classification, transfer, reassignment and promotions.