Office Administrator

Company Overview 

GTI Fabrication designs, engineers, and manufactures complex modular systems supporting energy storage, data center infrastructure, defense, and industrial markets. Operating in a fast-paced manufacturing environment, GTI relies on strong operational support functions to ensure smooth day-to-day execution across departments.

Position Overview 

GTI is seeking a professional and detail-oriented Office Administrator to serve as the first point of contact for visitors, vendors, and internal teams while providing administrative support across departments. This role is critical to maintaining an organized, secure, and efficient office environment within a manufacturing setting.

The Office Administrator supports front desk operations, internal communication, documentation control, and coordination across Operations, Engineering, Safety, and Leadership teams.

Key Responsibilities

Front Desk & Visitor Management

· Greet visitors, clients, and vendors in a professional and courteous manner

· Redirect deliveries and truck drivers

· Manage visitor sign-in procedures and ensure compliance with company security protocols

· Answer and direct incoming phone calls, emails, and correspondence

· Maintain a clean, organized, and welcoming front area

Administrative & Clerical Support

· Perform general administrative duties including filing, data entry, document preparation, printing, laminating, scanning and record maintenance for multiple buildings in Buffalo

· Manage incoming and outgoing mail, packages, and deliveries with the need to travel to a mail facility on occasion

· Create and maintain organized databases, records, and digital filing systems

· Assist in preparing reports, presentations, and internal documentation

· Maintain confidentiality of sensitive company information

· Support Human Resources and other departments with different tasks

· Create and order business cards throughout organization

Scheduling & Coordination

· Schedule meetings, appointments, and conference room bookings

· Monitor conference room bookings to prioritize space by need

· Coordinate lunch orders and deliveries

· Coordinate travel arrangements for staff, leadership and employment candidates

· Act as the administrator for the travel platform

· Support company meetings, internal events, and facility activities in various ways including scheduling, taking minutes, and managing facility needs

· Coordinate office appearance and cleaning activities with vendors and internal teams

· Birthday shoutouts in person or email

Operational & Manufacturing Support

· Assist with preparing shipping documents, work orders, and inventory logs

· Support document control for manufacturing operations

· Support Recruiting team coordinating interviews

· Collaborate with Operations and other departments to ensure smooth communication and workflow

· Provide Environmental Health & Safety support including documentation assistance, record maintenance, and inspection preparation

· Participate as a member of the Safety Committee, Employee/Community Engagement, Continuous Improvement

· Update organizational chart on monthly basis

Office & Supply Management

· Maintain office, kitchen and conference room inventory and place orders as needed

· Monitor shared administrative resources and ensure availability

· Support organization and upkeep of shared office spaces

Required Qualifications

· High school diploma or equivalent required

· 1–3 years of experience in an administrative, office coordinator, or front desk role

· Strong communication and interpersonal skills

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

· Ability to multitask and prioritize in a fast-paced manufacturing environment

· Strong organizational skills with high attention to detail

· Ability to maintain confidentiality and professionalism

Preferred Qualifications

· Associate’s degree in Business Administration or related field

· Experience supporting operations in a manufacturing or industrial environment

· Experience supporting Environmental Health & Safety documentation