Office Administrator

Job Description

Job Description

About the RoleThe 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. ResponsibilitiesAccounts Payable & Financial AdministrationPrepare 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 requiredFile and maintain paid and unpaid invoices and other financial recordsManage the Accounts Payable email inbox and respond to vendor and customer inquiriesRecord credit card transactions and employee expense reports for multiple employeesReview vendor statements and resolve any issues or discrepanciesRequest W-9 and other tax documentation from new vendors as neededComplete credit applications and route for required signaturesConduct accounts payable research related to invoices, payments, and vendor records Administrative SupportCopy and process work orders from the Pre-Production Manager and advance them through the ERP/Project Management workflowSupport Project Managers with subcontract documentation and trackingAnswer incoming calls and greet customers and visitors professionallySort and distribute incoming mailCoordinate service calls for office machines and equipmentManage inventory for office and kitchen suppliesServe as company NotaryOversee and coordinate the cleaning crewMaintain the company calendar and phone listHuman Resources SupportMaintain employee files and forward documents to HR Allegheny as neededSupport new hire onboarding: E-Verify, drug testing coordination, account setup, and key card assignmentCommunicate benefits to new hires and notify employees of updates or changesServe as Open Enrollment Liaison with onsite supportManage OSHA filing and posting requirementsSupport ad-hoc HR needs as they arise What We're Looking ForStrong organizational and multitasking skills with high attention to detail and accuracyProfessional written and verbal communication skills with a strong customer service focusAbility to collaborate across teams to support business objectivesExperience working with accounting and ERP systemsDemonstrated ability to handle confidential and financial information responsibly Education & ExperienceHigh school diploma or equivalent required; associate's or bachelor's degree in business, accounting, or related field preferred2+ years of experience in an administrative, office coordination, or accounts payable roleProficiency in Microsoft Office Suite; experience with ERP or accounting software required - Innergy and/or Vista experience a plusPrevious 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.