Business Administrator

About the Role We’re looking for an organized, dependable Business Administrator to help keep our business running smoothly. This hands-on role owns the shop budget and supports purchasing, invoice approval, inventory management, employee onboarding, and daily office operations. You’ll work closely with our Operations Manager, accounting team, CEO, COO, and other leaders to maintain accurate records, resolve issues, and keep administrative tasks moving. The ideal candidate is comfortable working with numbers and business systems, takes ownership of their responsibilities, is a self-starter and enjoys a varied role in a busy shop and office environment. Roles & Responsibilities Purchasing and Invoice Management Create, maintain, and file purchase orders in coordination with the Operations Manager. Review and approve invoices in Ramp after matching them against purchase orders, vendor acknowledgments, and receiving records. Identify invoice discrepancies and work with vendors and internal teams to resolve pricing, quantity, and other errors. Track outstanding vendor credits, returns, and return merchandise authorizations (RMAs) through resolution. Enter packing slip receipts into the MRP system, reconcile received items against purchase orders, and flag discrepancies. Maintain accurate, organized purchasing and vendor records. Inventory Administration Manage Shopify inventory records for merchandise, including T-shirts and swaps, and create related purchase orders. Manage Shopify inventory records for purchased products and parts Coordinate with the Operations Manager on replenishment needs and inventory discrepancies. Assist with inventory cycle counts, investigate differences, and maintain accurate records across systems Shop Budget Ownership Own and manage the shop budget, including gathering budget inputs, planning expenses, and monitoring spending. Collect and maintain budget data in coordination with accounting and the Operations Manager. Reconcile actual spending against the budget, investigate variances, and identify necessary adjustments. Keep leadership informed of budget performance, upcoming expenses, and opportunities to control costs. Office Administration and Employee Support Organize and maintain business documents, files, and records. Complete accurate, timely data entry across business systems. Assist with HR and employee onboarding documentation while maintaining confidentiality. Set up new employees in software systems and coordinate access with the appropriate team members. Schedule meetings and prepare meeting spaces, materials, and supplies. Maintain office organization and perform routine office cleaning. Monitor break room and office supplies and reorder as needed. Retail and Leadership Support Provide backup retail coverage when other representatives are unavailable, including during PTO and sick leave. Assist customers and process purchases through Shopify. Support the Operations Manager with administrative tasks and special projects. Assist the CEO, COO, and other leaders with scheduling, documentation, and other administrative needs. Identify and implement practical improvements to administrative processes. Qualifications Previous experience in business administration, office management, purchasing, bookkeeping, inventory administration, or a related role. Experience reviewing invoices, maintaining purchase orders, and resolving discrepancies. Ability to manage a budget, track expenses, and work effectively with accounting. Strong attention to detail and a commitment to accurate records and data entry. Strong organizational skills, with the ability to prioritize competing needs and follow tasks through to completion. Clear, professional communication with vendors, customers, employees, and leadership. Proficiency with spreadsheets and business software, with the ability to learn new systems. Sound judgment and discretion when handling confidential employee and financial information. Willi…

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