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Avalon International Aluminum is seeking an organized, personable, and proactive Office Manager to support the day-to-day administrative and operational functions of our Tualatin, Oregon facility. This role serves as a central point of contact for internal staff, customers, vendors, and visitors, ensuring the office runs smoothly and efficiently. The ideal candidate is a self-starter who thrives in a fast-paced manufacturing environment, communicates professionally at all levels, and takes pride in keeping operations organized and on track.
Key Responsibilities
Front Office & Reception
Serve as the primary point of contact for incoming calls, emails, and walk-in visitors; route inquiries promptly and professionally
Greet and assist guests, vendors, and customers upon arrival; maintain a welcoming and organized front office environment
Manage incoming and outgoing mail, packages, and courier shipments
Manage IT support
Administrative Support
Provide administrative support to management, engineering, sales, and operations teams as needed
Prepare, proofread, and distribute correspondence, memos, reports, and presentations
Schedule and coordinate meetings, conference calls, and appointments; manage shared calendars
Maintain accurate and organized filing systems, both physical and digital
Process and track expense reports, purchase orders, and invoices in coordination with accounting
Assist with onboarding logistics for new employees including workspace setup, supply provisioning, and orientation scheduling
Office Operations & Facilities
Monitor and replenish office supplies, breakroom inventory, and consumables; manage vendor relationships for supply procurement
Coordinate routine facility maintenance requests and communicate with building management or service vendors
Ensure common areas, conference rooms, and the reception area are clean, organized, and well-stocked
Maintain and troubleshoot basic office equipment (printers, copiers, phones); escalate technical issues as needed
Support health, safety, and compliance efforts by maintaining posted notices and required documentation
Customer & Vendor Coordination
Assist the sales and customer service teams with order inquiries, status updates, and basic customer communications
Coordinate with vendors and suppliers on deliveries, scheduling, and account information
Maintain accurate contact databases and records for customers, vendors, and business partners
Support preparation of customer-facing documents including quotes, packing lists, and shipping documentation
Data Entry & Reporting
Enter and maintain data in ERP, CRM, or other business systems with accuracy and timeliness
Generate routine reports for operations, sales, and management as directed
Assist with month-end administrative tasks, filing, and records retention per company policy
Support special projects and process improvement initiatives as assigned by management
Qualifications
Required
High school diploma or GED required; Associate’s degree or higher in Business Administration or related field preferred
2+ years of experience in an office coordinator, administrative assistant, or receptionist role
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); ability to learn new software quickly
Comfortable with reading and understanding instructions to support IT needs.
Excellent written and verbal communication skills with a professional, courteous demeanor
Strong organizational skills and ability to manage multiple priorities simultaneously
Reliable, punctual, and self-motivated with a proactive approach to problem-solving
Ability to maintain confidentiality and handle sensitive information with discretion
Preferred
Experience working in a manufacturing, industrial, or construction environment
Familiarity with ERP or order management systems (SAP, Epicor, or similar)
Experience processing purchase orders, invoices, or basic accounts payable/receivable tasks
