Office Administrator

About the role

You will serve as the primary administrative anchor for our Topeka branch, owning the full flow of customer interactions from first contact to final billing resolution. This role owns the meticulous coordination of sales deposits, lien waivers, and insurance certificates to keep transactions moving smoothly. You will manage the complete lifecycle of office materials and apparel, ensuring the team remains equipped and professional. In addition, you will act as the central hub for internal communication, translating directives from sales professionals into actionable tasks across satellite locations. You will resolve unapplied cash reports and support billing processes to maintain accurate financial records. This position requires autonomous ownership of diverse administrative duties while maintaining strict attention to detail across all documentation. Ultimately, you will manage additional administrative functions as assigned to ensure the operational excellence of the Topeka office.

Key facts

What you'll do

Coordinate customer service operations, answering incoming phones and directing inquiries with precision and care.

Process deposits for sales orders, ensuring financial details align perfectly with transaction documentation.

Create sales orders in the system, capturing all specifications accurately for fulfillment.

Resolve monthly unapplied cash reports, investigating discrepancies and clearing balances efficiently.

Assist with billing procedures, verifying data integrity and supporting timely invoice generation.

Set up material orders for the purchasing department, tracking requests and confirming availability.

Process lien waivers and requests for W-9 and Certificates of Insurance, maintaining strict compliance.

Handle office supply and apparel ordering and inventory, monitoring stock levels and placing replenishment requests.

Manage additional administrative functions for satellite offices in the surrounding areas as necessary.

Maintain comprehensive records of all administrative activities, organizing files for easy retrieval and audit.

Support the distribution of information between headquarters and regional teams, facilitating clear communication.

Complete other responsibilities as assigned, adapting to evolving priorities and business needs.

Ensure all procedural standards are followed, safeguarding company policies and data integrity.

Collaborate closely with sales and operations teams to resolve issues and streamline workflows.

Requirements

Must have working knowledge of Microsoft Office Word, Excel, and Outlook.

Must be a fast learner, able to work efficiently in a fast-paced work environment, and be able to multi-task.

Must have good time management skills; have strong organizational skills, and attention to detail.

Must be able to manage multiple assignments simultaneously while maintaining a high standard of accuracy.

Must possess strong written and verbal communication skills for interacting with internal and external stakeholders.

Must demonstrate professionalism in all interactions, representing DH Pace with a polished and respectful demeanor.

Must be comfortable working independently with minimal direct supervision, taking initiative on complex tasks.

Must pass successful completion of employment verifications, background check, drug screen, and driving record (if applicable) required in advance of hire.

Nice to have

Prior experience in retail, customer service or administrative positions preferred but not required, we are willing to train!!

Practical notes

Office based role in Topeka KS.

Full-time schedule expected.

Successful completion of employment verifications, background check, drug screen, and driving record (if applicable) required in advance of hire.

DH Pace Company, Inc. does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of DH Pace Company, Inc. without a prior written search agreement will be considered unsolicited and the property of DH Pace Company, Inc. Please, no phone calls or emails.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

The contractor will not discharge or in any manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) required by law, or (c) a valid affirmative defense under applicable pay transparency laws.