Job Description

Job Description

Office Assistant - Purchasing, Project & Production Support

2026-09-10

Office Assistant - Purchasing, Project & Production Support

Location: Hartford, WI (Office Position)

Hours: Monday - Friday, 7:00 a.m. - 3:30 p.m. (40 hours/week)

Salary: Based on experience; negotiable.

We are seeking a well-rounded, full-time Office Assistant to support purchasing, accounts payable and receivable, project support, marketing, and production. This role suits someone self-sufficient, patient, and comfortable in a fast-paced office.

Purchasing

Order materials for sold projects and handle general office purchases.
Prepare and manage purchase orders; evaluate acquisitions and identify cost savings.
Communicate with vendors, resolve purchase issues, and coordinate invoice processing with accounting.
Verify vendor invoices against quantities received; manage inventory and prevent stock-outs.
Maintain purchase records and stay current on open orders.
Schedule and approve maintenance and repairs on company vehicles.

Accounts Payable

Process invoices for payment and route them to the accountant for final handling.
Maintain accurate records of invoices, payments, and supporting documentation.

Accounts Receivable

Generate and send invoices; follow up on, collect, and allocate payments.
Reconcile accounts and resolve payment discrepancies and customer queries.
Monitor customer accounts for non-payments, delayed payments, and irregularities.
Review AR aging for compliance; maintain AR files and records.
Process receipts, credit card payments, and bank deposits; initiate collection efforts as needed.
Assist with month-end closing and prepare monthly metrics.

Project Support

Assist the owner and estimating team with project management paperwork.
Prepare meeting notes, submittals, and other project documentation.
Research projects and compile information for bidding purposes.

Marketing

Coordinate advertising efforts and send out flyers and other outreach.
Call potential clients from call lists and schedule appointments; prepare related documents.

Production Support

Manage the warehouse and inventory, monitoring stock levels and coordinating with purchasing.

Administrative

Provide administrative support to senior management and staff, including handling confidential correspondence.
Perform general office duties, including phone screening.
Assist the Office Administrator and Management with daily operations as needed.

Qualifications

Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Teams; able to search company systems and create documents. Adobe Acrobat Pro DC is a plus.
Administrative experience with confidential and sensitive information.
Strong written and verbal communication skills, including proofreading.
Ability to work independently and as part of a team, with minimal supervision.
Strong organizational skills; able to multi-task, prioritize, and meet deadlines while remaining accurate and efficient.

Personal Attributes

Self-sufficient and able to manage multiple priorities independently.
Receptive to constructive criticism; maintains professionalism and composure in a fast-paced, high-pressure environment.
Able to display professionalism, integrity, and flexibility to adapt in a changing environment.

Preferred

Previous experience in a construction environment will place a candidate at the top of the list.

Benefits

Medical, Dental, and Vision insurance
Vacation
401(k) program
Room for advancement

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1st Shift - Office Assistant

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