Office Administrator & Bookkeeper

Job Description

Job Description

Office Administrator & Bookkeeper

Location: Terre Haute, IN (on-site)
Type: Full-time, Monday–Friday
Pay: $22–$25/hour, depending on experience
Start date: As soon as possible

About us
Since 1975, All State Manufacturing has built fully assembled, American-made metal cabinets and fixtures in Terre Haute, Indiana. Vending operators, schools, hotels, and offices across the country use our micro market fixtures, coffee and condiment stands. We're a small, close-knit team that takes pride in quality, customization, and long-term relationships. Our motto is "By Your Side Since 1975," and that applies to our employees too.

About the role
We're looking for an organized, dependable person to run our front office, bookkeeping, payroll, and HR administration. You'll work closely with the CEO and office leadership, and you'll be the first person visitors see when they come to our facility. Payroll, shipping, and bills all run on deadlines, so we need someone who is here every day, handles work as it comes in, and keeps sensitive information private.

Two things matter most in this role:

• Confidentiality. You'll have access to every employee's personal, pay, and medical information, along with company financial records. Discretion is non-negotiable.
• Attendance. Reliable, on-time attendance is essential. The office, payroll, and shipping depend on this position.

What you'll do

Payroll and HR

• Process biweekly payroll in QuickBooks Desktop, including timecards, deductions, and pay adjustments
• File and pay state and federal payroll withholding
• Manage benefit deductions and payments (HSA, supplemental insurance) and coordinate annual open enrollment
• Handle onboarding paperwork, employee files, terminations, and workers' comp claims
• Submit temp employees' hours to staffing agencies

Accounting

• Enter vendor bills, check them against what was received, and pay them by check, ACH, or vendor portal
• Invoice customers, post payments, and process credit card payments
• Make bank deposits and create purchase orders
• File monthly sales tax and annual property taxes
• Categorize transactions accurately so the books stay clean

Orders, shipping, and inventory

• Review sales orders for accuracy and track open orders to make sure the production floor has them
• Confirm orders and invoices are correct before shipping
• Book the most cost-effective freight carrier, prepare BOLs and shipping documents, and help with damage claims
• Receive inventory, enter production builds, and maintain inventory records
• Create product labels

Office and administration

• Greet visitors, answer phones, and handle mail and general clerical work
• Prepare board meeting packets, attend meetings, and write minutes
• Coordinate building vendors (HVAC, cleaning, pest control, IT, phones, fire inspections)
• Order office supplies, run local errands (bank, post office, supply pickups), and keep the break room stocked
• Help plan company events and keep leadership's schedules on track

What we're looking for

• A proven record of reliable attendance and handling confidential information
• 2+ years of bookkeeping, payroll, or office administration experience
• QuickBooks experience (Desktop preferred), or a strong willingness to learn it
• Comfort with Excel, Word, and email
• Strong attention to detail and the habit of handling tasks the day they come in
• A friendly, professional manner with visitors, vendors, and coworkers
• Flexibility to pitch in wherever needed, and openness to learning new tools
• A valid driver's license and reliable transportation for local errands
• Ability to lift up to 50 lbs occasionally (paper and office supply deliveries; most items are much lighter)
• No college degree required

Nice to have

• Experience in manufacturing, shipping, or inventory
• Experience with payroll tax filings, sales tax, or benefits administration

Schedule
Monday–Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute unpaid lunch. We can be somewhat flexible on hours if needed, as long as your schedule stays consistent. Limited overtime is available.

What we offer

• $22–$25/hour, depending on experience
• Company-paid medical, dental, and vision insurance for the employee. Spouses and dependents may be added to the plan at the employee's own cost.
• Company HSA contributions for employees enrolled in our health plan
• Profit sharing
• 9 paid holidays
• Accrued paid time off
• Paid on-the-job training
• A stable, close-knit workplace where your work makes a visible difference

All State Manufacturing is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.