Administrative Manager

Job Description

We are a long-standing, family-owned distribution company looking for a reliable, adaptable Administrative Manager who can wear multiple hats and help keep our operation running smoothly. This role is critical to our business and requires someone who is comfortable working in a fast-paced small office where everyone contributes.

If you’re a hands-on professional who enjoys variety, problem-solving, and taking ownership of daily operations, we’d love to meet you.

Position Overview

The Administrative Manager will oversee daily office operations, support and supervise customer service, manage communication with larger accounts, and ensure smooth administrative workflow. This person must be experienced enough to understand basic accounting concepts, manage purchase order accuracy, maintain records, and operate independently without constant oversight.

This is not an entry-level role. We need someone disciplined, professional, and familiar with how an office should run.

Key Responsibilities

Customer Service & Relationship Management

Provide customer service and support as needed

Oversee customer service processes and ensure team members follow proper procedures

Manage communication with larger or high-priority customer accounts

Handle recall notifications and communicate product updates or required actions to customers

Build and maintain positive, professional relationships with customers and vendors

Office Management & Administration

Oversee daily office operations, workflow, and organization

Maintain proper documentation, records, and filing

Ensure purchase orders are handled accurately and follow company policy

Assist with vendor coordination, supply ordering, and general office upkeep

Maintain confidentiality and manage sensitive business information professionally

Financial Coordination (No accounting required)

Understand the fundamentals of accounts receivable

Present invoices, POs, and financial documents to the bookkeeper accurately

Ensure documentation is complete and compliant

Support basic administrative tasks related to billing and recordkeeping

Cross-Functional Support

Assist team members when needed in a small-office environment

Adapt to shifting priorities throughout the workday

Take initiative to solve problems and identify improvements

Wear multiple hats depending on business needs

Qualifications

Required:

2+ years of experience in an office administrative, office management, or customer service leadership role

Experience working in a small business or multi-hat environment (highly preferred)

Strong organizational skills and attention to detail

Professional communication skills, both written and verbal

Ability to work independently and make sound decisions

Understanding of AR concepts (no accounting duties required)

Ability to manage competing priorities in a fast-paced environment

Nice to Have (Not Required):

Experience in healthcare, medical distribution, or pharmaceutical customer service

Experience with recall notifications or regulated products

Prior experience overseeing customer service or supporting a customer-facing team

Compensation & Benefits

Competitive compensation based on experience

Medical, Dental & Vision

Retirement

Paid holidays and PTO plan

Stable, family-oriented work environment

Who Will Succeed in This Role

This role is best for someone who:

Thrives in a small-business environment

Enjoys variety and jumping between tasks

Communicates professionally with customers

Learns quickly and adapts easily

Values stability and long-term employment

Takes pride in keeping things organized and running smoothly

Company Description

Headquartered in Wilmington, Delaware, Hanna’s is a full line medical supply distributor servicing physicians, occupational health and the life sciences. National and local offices count on us to deliver the right products with exceptional accuracy and speed. As an experienced supplier, our extensive vendor network allows you to benefit from a wide ranging portfolio of products.

Our customers can expect to interact with knowledgeable and friendly representatives who are trained to swiftly provide resolution to each and every situation. Personalized service allows us to answer questions, locate product and make suggestions to have your office prepared. We are happy to engage our customers in any way they feel comfortable. Whether it be picking up the phone or sending a fax, we promise to never lose the “traditional” take on customer service that people want from their business partner.

Full-time