Office Administrator

Ascent Custom Millwork•Phoenix, AZ

4d•Onsite

About The Position

The Office Administrator is a key operational anchor at Ascent Custom Millwork, responsible for accounts payable, work-order processing, front-office operations, and HR support. This role serves as the primary point of contact for employees, vendors, and customers - keeping financial records accurate, the office running smoothly, and people supported day-to-day.

Requirements

Strong organizational and multitasking skills with high attention to detail and accuracy
Professional written and verbal communication skills with a strong customer service focus
Ability to collaborate across teams to support business objectives
Experience working with accounting and ERP systems
Demonstrated ability to handle confidential and financial information responsibly
Proficiency in Microsoft Office Suite; experience with ERP or accounting software required
Prolonged periods of sitting and working on the computer.
Prolonged periods of sitting, standing, or walking, depending on work assignment.
Must be able to communicate effectively in person, over the phone, and via electronic communication.
Must possess visual acuity (with or without correction) to read written and electronic documents and perform detailed work.
Ability to hear and understand speech and warning signals in a construction, manufacturing, or office environment.

Nice To Haves

Associate's or bachelor's degree in business, accounting, or related field preferred
Innergy and/or Vista experience a plus
Previous experience in the construction or millwork industry strongly preferred

Responsibilities

Prepare invoices for entry into ERP's, including full three-way matching (invoice, packing slip, and purchase order)
Scan, save, and organize invoices and support documentation
Enter and reconcile invoices in the ERP and close purchase orders as required
File and maintain paid and unpaid invoices and other financial records
Manage the Accounts Payable email inbox and respond to vendor and customer inquiries
Record credit card transactions and employee expense reports for multiple employees
Review vendor statements and resolve any issues or discrepancies
Request W-9 and other tax documentation from new vendors as needed
Complete credit applications and route for required signatures
Conduct accounts payable research related to invoices, payments, and vendor records
Copy and process work orders from the Pre-Production Manager and advance them through the ERP/Project Management workflow
Support Project Managers with subcontract documentation and tracking
Answer incoming calls and greet customers and visitors professionally
Sort and distribute incoming mail
Coordinate service calls for office machines and equipment
Manage inventory for office and kitchen supplies
Serve as company Notary
Oversee and coordinate the cleaning crew
Maintain the company calendar and phone list
Maintain employee files and forward documents to HR Allegheny as needed
Support new hire onboarding: E-Verify, drug testing coordination, account setup, and key card assignment
Communicate benefits to new hires and notify employees of updates or changes
Serve as Open Enrollment Liaison with onsite support
Manage OSHA filing and posting requirements
Support ad-hoc HR needs as they arise