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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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Staffing Support Specialists
vision insurance, 401(k)
Sep 10, 2026