Administrative Assistant

Aston Carter•Fond du Lac, WI

1d•$22 - $25•Onsite

About The Position

The Administrative Assistant provides front-desk coverage, administrative support, and accounting assistance to multiple departments. This role serves as the primary point of contact for incoming calls and visitors, supports project management with job setup and file maintenance, and assists the accounting team with accounts payable, accounts receivable, and cash sales processing. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced office environment.

Requirements

At least 2 years of administrative experience in an office environment.
At least 2 years of accounting experience, including exposure to accounts payable and accounts receivable processes.
High school diploma or GED.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related applications.
Strong data entry skills with a high level of accuracy and attention to detail.
Experience providing front desk and customer service support, including handling phones and walk-in visitors.
Ability to perform accounts payable tasks such as invoice processing, matching invoices to purchase orders and packing lists, and filing.
General understanding of accounting processes and terminology.
Strong organizational and filing skills for both physical and electronic records.
Ability to provide administrative support across multiple departments and manage competing priorities.

Nice To Haves

Proficiency in JobBoss

Responsibilities

Serve as the primary front desk contact from 8:00 a.m. to 4:30 p.m., answering incoming phone calls and directing them to the appropriate team members.
Greet and assist walk-in visitors, providing information or directing them to the appropriate person or department.
Provide job applicants with job applications and ensure they receive appropriate instructions or direction.
Become proficient in using JobBoss for applications across all areas of the company.
Provide primary administrative support to the Project Management department as directed, including tracking and managing customer files.
Perform general administrative duties associated with process work that can be completed at the front desk.
Create new jobs in JobBoss from purchase orders received, including work such as grinding and leveling, blasting, and other job types as required.
Print travelers and ensure they are properly prepared and organized for production and project management needs.
Create new physical job files for grinding and leveling jobs when needed.
Create new electronic folders on the server for jobs as needed and, when possible, save PDF drawings and related documentation.
Perform all other administrative functions related to project management as directed.
Assist the Accounting department with accounts payable tasks, including printing and processing most incoming invoices.
Print and file order confirmations as required to support purchasing and accounting processes.
Enter and select invoices to be paid to vendors on a weekly basis in accordance with established procedures.
Pull invoices that are scheduled for payment and prepare them for processing.
Prepare checks for mailing by placing them in envelopes, sealing, and stamping them.
File all created and paid invoices and checks in an organized and timely manner.
Match invoices to packing lists, purchase orders, and associated paperwork to ensure accuracy and completeness.
Perform accounting clerical duties, including creating new folders for accounts payable and accounts receivable each year.
Sort, box, label, and organize yearly files and invoices for proper record keeping and storage.
Process cash sales by creating packing lists, generating invoices, and processing payments accurately.
Provide additional administrative support to Purchasing, Accounting, Project Management, and Estimating as directed by ownership.
Perform other related duties and responsibilities as assigned to support smooth office and administrative operations.