Office Administrator presso Modula Inc.

Description

Who We Are:

Modula is the leading US manufacturer of vertical lift modules (VLM) and automated storage and retrieval systems. Modula US has Manufacturing plants in Dayton, OH and Lewiston, ME, and remote locations throughout the US. Our corporate global headquarters is in Italy with many locations around the globe. Modula’s goal is to be an exceptional workplace admired for growing and developing talented employees and leaders, building innovative products through the development of a highly skilled and engaged workforce.

Modula’s Values: We are culture and value driven; regardless of position and title we are all in all the time.

• Passion- Proud of our work/Modula, love what you do, positive energy, go the extra mile, engaging
• Pursuit of Excellence- Continuous improvement, committed, attention to detail
• Accountability- Lead by example, follow through, integrity, create trust with team & customers.
• Agility- Flexible & adaptable, embrace change, ability to multi-task, sense of urgency.
• Teamwork- Proactive & effective communication, respect, humility, curious, openminded, diversity

Position Summary 

The Office Administrator plays a central role in ensuring the smooth operation of the office and delivering a professional, welcoming environment for employees, guests, and international visitors. This position provides administrative support across departments, assists with Sales & Marketing initiatives, and coordinates hospitality functions such as tours, meetings, and guest services. The ideal candidate is highly organized, personable, and professional, with the ability to represent the company in a positive and polished manner.

Key Responsibilities:

Hospitality & Guest Services

• Greet and welcome all guests, visitors, and international colleagues with professionalism.
• Work closely with Sales & Marketing on special projects, client visits, and event coordination.
• Coordinate and lead manufacturing tours for visitors.
• Arrange catering, order lunches, and make travel/accommodation arrangements for staff/visiting guests.
• Ensure guest services are delivered at a high speed and standard, creating a positive and professional impression.

Administrative & Office Support

• Serve as the primary point of contact for office inquiries, correspondence, and visitors.
• Manage front desk, coordinate interviews, and coordinate tours/events.
• Support HR with preparation of reports, presentations, and documentation.
• Maintain office filing systems, records, and databases (digital and physical).

Office & Facility Management

• Maintain office supplies and vendor relationships, ensuring resources are available at all times.
• Oversee/restock all kitchens, breakrooms, and bathrooms to support staff and guests.
• Organize and oversee general office maintenance and ensure a clean, safe, and efficient workspace.
• Ensure workspace is kept clean and clear from packing materials.
• Ensure plants and lobby environment are kept in a manner consistent with Modula’s brand
• Develop and implement office procedures to improve efficiency.

Cross-Departmental Support

• Assist Sales & Marketing with special projects and event logistics (lunches, parking, etc.).
• Support HR with onboarding, training coordination, and employee engagement activities when needed.
• Facilitate communication and collaboration across departments to ensure seamless office operations.
• Maintain office supplies and vendor relationships, ensuring resources are available at all times.
• Oversee/restock all kitchens, breakrooms, and bathrooms to support staff and guests.
• Organize and oversee general office maintenance and ensure a clean, safe, and efficient workspace.
• Ensure workspace is kept clean and clear from packing materials.
• Ensure plants and lobby environment are kept in a manner consistent with Modula’s brand
• Develop and implement office procedures to improve efficiency.
• Cross-Departmental Support
• Assist Sales & Marketing with special projects and event logistics (lunches, parking, etc.).
• Support HR with onboarding, training coordination, and employee engagement activities when needed.
• Facilitate communication and collaboration across departments to ensure seamless office operations.

Requirements

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Excellent organizational and multitasking skills with keen attention to detail.
• Strong interpersonal and communication skills; able to maintain a professional demeanor at all times.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• High school diploma required; Associate’s or Bachelor’s degree preferred.

Key Competencies

• Pleasant, professional and customer-service orientation.
• Strong sense of hospitality with ability to represent the company positively.
• Adaptability and problem-solving skills in a fast-paced environment.
• Team player who can work independently and cross-functionally.

Modula Inc. is an EEO (Equal Employment Opportunity) Employer. Our search and selection process are based on identifying qualified candidates who are highly motivated to grow with our company. Employment decisions are based on the principles of equal employment opportunity. Recruitment, testing/assessment, selection, and promotion will be administered without regard to race, color, sexual orientation, physical or mental disability, religion, age, ancestry or national origin, whistleblower activity, previous assertion of a claim or right under worker’s compensation, marital status, genetic information, or any other characteristic protected by federal, state, or local law.

Disclaimer: Where a specific pay range is noted, it is a good faith estimate at the time of this posting. The actual salary offered will be based on experience, skills, qualifications, market / business considerations, and geographic location.