Office Administration Specialist
2 weeks ago
ABOUT LANTEK
Lantek stands as the global frontrunner in delivering software solutions tailored for enterprises engaged in the manufacturing of components using sheet metal, tubes, and structural steel. Our systems are utilized across a spectrum of industrial settings, from small workshops to expansive multinational corporations.
With over 35 years of industry experience and a workforce exceeding 370 professionals worldwide, Lantek maintains a significant presence in more than 15 countries, with our headquarters situated in Spain.
We play a pivotal role in the Digital Transformation journey for metal processing businesses, assisting our clients in realizing their Industry 4.0 aspirations through innovative products and services offered on an open multivendor platform.
ROLE OVERVIEW
We are seeking an Office Administration Specialist to support our operations in the USA. This role involves managing daily office functions, overseeing general administrative tasks, and serving as a key contact for employees, suppliers, and customers while providing support to our headquarters.
Key Responsibilities
- Act as the primary contact for office-related matters:
- Manage mailing and shipping needs.
- Order and maintain office supplies.
- Oversee office equipment logistics.
- Handle billing and invoicing.
- Coordinate transportation and supplier communications.
- Welcome and assist visitors.
Maintain and update office procedures and policies.
Serve as a bridge between the USA office and headquarters.
Respond to internal and external inquiries and requests for information.
Manage incoming correspondence, including mail and faxes.
Assist with local and state tax compliance by gathering necessary information, accessing relevant websites, and coordinating with legal advisors as needed. This includes managing invoicing and tax filings.
Process customer payments and supplier invoices.
Organize and archive documentation.
Handle communication through phone calls and correspondence (emails, letters, packages, etc.).
Foster trusting relationships with suppliers, customers, and colleagues.
Manage personnel documentation, including payroll preparation and review of payroll reports processed by external services.
Provide Administrative Support:
- Assist with onboarding processes:
- Manage mobile phone arrangements.
- Oversee office key distribution.
- Coordinate with HR for employee benefits.
- Support financial documentation and reporting.
Qualifications
Vocational training or a Certificate of Higher Education in Administrative Management is preferred.
A minimum of 1-2 years of experience in a similar administrative role is required.
Knowledge in Finance, Taxes, HR, or Business is advantageous.
Skills & Competencies
Proficiency in Spanish, German, or French is a plus.
Strong interpersonal and organizational skills.
Excellent time management abilities.
Service-oriented mindset.
If you possess a proactive attitude and a positive demeanor, we encourage you to consider this opportunity.
Disclaimer: The data controller of your personal data is Lantek Sheet Metal Solutions, S.L.U. Your personal data will be processed in accordance with applicable regulations, including GDPR 2016/679. For further information, please refer to our privacy policy.
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