Office Administrator

Jhhassinger; Menomonee Falls (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

PTO & holidays

HRA program

Disability insurance

401k with profit-sharing

Dog-friendly workplace

Job summary

J.H. Hassinger Construction Services is seeking an Office Administrator to support internal operations and accounting-related activities. This role reports to the Director of Finance and collaborates with the office team in Menomonee Falls, WI.

The position handles office coordination, travel arrangements, invoicing support, and general administrative duties. Ideal candidates will have 1–3 years of admin experience and proficiency with MS Office; familiarity with Trimble Viewpoint or Vista ERP

Qualifications

• Minimum 1–3 years in an administrative role.
• Proficient in MS Office Suite (Outlook, Word, Excel).
• Familiarity with ERP systems a plus.

Responsibilities

• Support accounting and management with daily admin tasks.
• Coordinate office operations including supplies, mail, and visitors.
• Assist with accounts payable tasks and vendor inquiries.
• Provide administrative support to accounting and management teams.
• Coordinate travel and meetings for the organization.

Skills

MS Office Suite

Outlook

Excel

Communication skills

Attention to detail

Time management

Tools

Trimble Viewpoint

Vista ERP

Job description

The Office Administrator plays a crucial role in supporting the internal operations of the organization. This position involves various administrative tasks related to accounting, and ensures accuracy, efficiency, and compliance with relevant regulations. The Office Administrator reports to the Director of Finance and collaborates closely with other members of the office team.

Key Responsibilities:

Office Coordination

• Order and stock office supplies
• Greet visitors with a smile and direct to requested personnel
• Answer phone calls and direct to requested personnel/departments
• Coordinate and book travel for management and Power Division personnel
• Coordinate and book business meetings
• Mail outgoing items and retrieve and distribute incoming mail

Accounts Payable

• Scan and submit invoices into ERP system for coding and approvals
• Respond to vendors on invoice and payment status
• Reconcile vendor statements and resolve exceptions

Administrative Support

• Provide administrative assistance to the accounting and management team, including filing, data entry, and correspondence
• Assist with special projects and initiatives as assigned

Qualifications

• Have a genuine and friendly demeanor with guests and employees
• Possess proven experience (typically minimum of 1-3 years) in an administrative role
• Familiarity with Trimble Viewpoint or Vista ERP systems a plus
• Proficient in MS Office Suite, especially Outlook, Word, and Excel
• Strong attention to detail and accuracy in data entry and analysis
• Excellent organizational and time management skills
• Ability to work effectively both independently and collaboratively in a team environment
• Good communication skills, both verbal and written

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties and responsibilities may be subject to change based on organizational needs.

Division: All

Department: Administration

Reports to: Director of Finance

Location: Menomonee Falls, WI

Compensation

• Competitive pay and bonus potential
• Company sponsored medical, dental, vision, and life insurance plans
• Paid time off (PTO), Vacation and 7 paid Holidays
• Health Reimbursement Arrangement (HRA) program (with participation in wellness initiatives)
• Company paid Short Term Disability (STD) and Long-Term Disability (LTD)
• 401k and profit-sharing program with company contribution
• Dog-friendly work environment

Our Values

Safety

Accountability

Dedication

Family

Quality

Integrity

Why work for J.H. Hassinger Construction Services?

Our 0.60 EMOD score is in the top 2% of construction companies. Additionally, we host an ongoing cross-departmental Safety Initiative to ensure we are talking about what matters most — keeping you safe.

We are entrepreneurial and champion an environment for strategic growth.

We are doers. We lace up our boots, look for challenges and go to work finding effective solutions. We grow and scale the business with intention and in support of our team's collective success.

We promote work-life balance and celebrate a family-friendly culture.

When Jim started the company 40 years ago, he had both a young family and a growing business to take care of. We never lose sight of what got us here and what really matters.

We are committed to customer satisfaction - We do it right, the first time.

For over 40 years, over 60% of our work is repeat or referral work. That doesn't happen by accident, and we appreciate our clients and team members in all we do.

We challenge ourselves to be transparent, humble and to promote open communication.

No one is perfect, but we like talk about how our organization can get better every day.

We encourage operational excellence through the integration of silos for improved quality, efficiency, safety and profitability.

If you get a lot of smart, hard-working people together, you can achieve anything.