Office Administrator

Office Administrator

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.

Accounts Payable & Financial Administration

• 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

Administrative Support

• 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

Human Resources Support

• 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

What We're Looking For

• 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

Education & Experience

• High school diploma or equivalent required; associate's or bachelor's degree in business, accounting, or related field preferred
• 2+ years of experience in an administrative, office coordination, or accounts payable role
• Proficiency in Microsoft Office Suite; experience with ERP or accounting software required - Innergy and/or Vista experience a plus
• Previous experience in the construction or millwork industry strongly preferred

Physical Requirements & Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

General Requirements:

• Prolonged periods of sitting and working on the computer.
• Prolonged periods of sitting, standing, or walking, depending on work assignment.
• Ability to lift, carry, push, or pull up to 20 lbs.
• Frequent use of hands and fingers to handle, reach, grasp, type, or operate equipment, tools, or controls.
• Must be able to communicate effectively in person, over the phone, and via electronic communication.

Visual and Auditory Requirements:

• 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.

The requirements listed are representative of the knowledge, skill, and/or ability required to perform this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.