1st Shift - Office Assistant

Staffing Support Specialists; Town of Addison (WI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) program

Job summary

Staffing Support Specialists in Hartford, WI is seeking a full-time Office Assistant to support purchasing, accounts payable/receivable, project support, marketing, and production. This role requires self-sufficiency, patience, and the ability to thrive in a fast-paced office.

You will manage ordering, vendor communications, invoicing, AR aging, project docs, and marketing outreach, while providing admin support to senior staff.

Qualifications

• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Teams; Adobe Acrobat Pro DC is a plus.
• Administrative experience handling confidential information.
• Strong written and verbal communication, including proofreading.
• Ability to work independently and as part of a team with minimal supervision.
• Strong organizational skills; able to multi-task and meet deadlines.

Responsibilities

• Support Purchasing: order materials, manage purchase orders, communicate with vendors and coordinate invoice processing.
• Handle Accounts Payable/Receivable: process invoices, maintain records, generate invoices, and monitor payments.
• Assist Project Support: prepare meeting notes and project documentation, assist with bidding information.
• Support Marketing: assist with outreach and dissemination of marketing materials.
• Oversee Production Support: manage warehouse/inventory and coordinate with Purchasing.
• Provide Administrative support to senior management and staff, including handling confidential correspondence.

Skills

Microsoft Office

Administrative experience

Communication skills

Independent worker

Organization

Tools

Adobe Acrobat Pro DC

Job description

Office Assistant - Purchasing, Project & Production Support

2026-09-10

Location: Hartford, WI (Office Position)

Hours: Monday - Friday, 7:00 a.m. - 3:30 p.m. (40 hours/week)

Salary: Based on experience; negotiable.

We are seeking a well-rounded, full-time Office Assistant to support purchasing, accounts payable and receivable, project support, marketing, and production. This role suits someone self-sufficient, patient, and comfortable in a fast-paced office.

Purchasing

• Order materials for sold projects and handle general office purchases.
• Prepare and manage purchase orders; evaluate acquisitions and identify cost savings.
• Communicate with vendors, resolve purchase issues, and coordinate invoice processing with accounting.
• Verify vendor invoices against quantities received; manage inventory and prevent stock-outs.
• Maintain purchase records and stay current on open orders.
• Schedule and approve maintenance and repairs on company vehicles.

Accounts Payable

• Process invoices for payment and route them to the accountant for final handling.
• Maintain accurate records of invoices, payments, and supporting documentation.

Accounts Receivable

• Generate and send invoices; follow up on, collect, and allocate payments.
• Reconcile accounts and resolve payment discrepancies and customer queries.
• Monitor customer accounts for non-payments, delayed payments, and irregularities.
• Review AR aging for compliance; maintain AR files and records.
• Process receipts, credit card payments, and bank deposits; initiate collection efforts as needed.
• Assist with month-end closing and prepare monthly metrics.

Project Support

• Assist the owner and estimating team with project management paperwork.
• Prepare meeting notes, submittals, and other project documentation.
• Research projects and compile information for bidding purposes.

Marketing

• Coordinate advertising efforts and send out flyers and other outreach.
• Call potential clients from call lists and schedule appointments; prepare related documents.

Production Support

• Manage the warehouse and inventory, monitoring stock levels and coordinating with purchasing.

Administrative

• Provide administrative support to senior management and staff, including handling confidential correspondence.
• Perform general office duties, including phone screening.
• Assist the Office Administrator and Management with daily operations as needed.

Qualifications

• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and Teams; able to search company systems and create documents. Adobe Acrobat Pro DC is a plus.
• Administrative experience with confidential and sensitive information.
• Strong written and verbal communication skills, including proofreading.
• Ability to work independently and as part of a team, with minimal supervision.
• Strong organizational skills; able to multi-task, prioritize, and meet deadlines while remaining accurate and efficient.

Personal Attributes

• Self-sufficient and able to manage multiple priorities independently.
• Receptive to constructive criticism; maintains professionalism and composure in a fast-paced, high-pressure environment.
• Able to display professionalism, integrity, and flexibility to adapt in a changing environment.

Preferred

• Previous experience in a construction environment will place a candidate at the top of the list.

Benefits

• Medical, Dental, and Vision insurance
• Vacation
• 401(k) program
• Room for advancement