Office Administrator

Smart Supply Chain Chicago Inc. is seeking a highly organized and proactive Office Administrator to support daily warehouse and office operations. This role will serve as the main point of contact for vendors and service providers, ensuring facility issues, supply orders, service contracts, and administrative tasks are handled accurately and on time.

Key Responsibilities

• Serve as the primary contact for vendors, contractors, landlords, maintenance providers, utility companies, security companies, IT providers, and other service partners.


• Coordinate facility repairs and maintenance, including HVAC, plumbing, electrical, dock doors, forklifts, racking, pest control, cleaning, landscaping, security systems, and general warehouse issues.


• Track repair requests, obtain vendor quotes, schedule service appointments, follow up on completion, and maintain service records.


• Order and manage office and warehouse supplies, including PPE, labels, printer supplies, cleaning supplies, packing materials, uniforms, and other operational needs.


• Review vendor invoices, purchase orders, service agreements, and contracts for accuracy before submitting for approval or payment.


• Maintain vendor contact lists, insurance certificates, W-9s, contracts, warranties, invoices, and other administrative records.


• Monitor contract expiration dates, recurring services, and renewal requirements; obtain competitive quotes when appropriate.


• Assist with office administration, including filing, data entry, document organization, mail, visitor coordination, meeting support, and internal communications.


• Coordinate with warehouse operations, management, accounting, HR, and outside vendors to resolve administrative and facility-related issues efficiently.


• Help ensure the office and warehouse remain organized, professional, safe, and properly supplied.


• Perform other administrative and operational support duties as assigned.

Qualifications

• 2+ years of office administration, facilities coordination, vendor management, purchasing, property management, warehouse administration, or related experience.


• Experience working with vendors, repair companies, maintenance providers, and service contracts preferred.


• Strong organizational skills, attention to detail, and ability to manage multiple priorities.


• Strong written and verbal communication skills in English.


• Proficient in Microsoft Office, especially Excel, Outlook, and Word.


• Able to compare quotes, track expenses, review invoices, and maintain organized records.


• Comfortable working in a fast-paced warehouse and logistics environment.


• Reliable, professional, proactive, and able to follow up until issues are resolved.


• Bilingual English/Chinese or English/Spanish is a plus, but not required.

Preferred Skills

• Familiarity with warehouse operations, facility maintenance, purchasing, or commercial lease/vendor coordination.


• Experience with inventory, purchasing, accounting, WMS, ERP, or work-order systems.


• Basic understanding of service agreements, insurance certificates, invoices, and vendor compliance documents.