Office Assistant (Madison, WI)

Westphal & Company; Madison (WI); On-site; USD 38,000 - 44,000; Full time

Job summary

Westphal & Company is seeking an Office Assistant to support office and field staff, ensuring smooth operations and accurate record-keeping. The role emphasizes professionalism, strong communication, and efficient multitasking in a fast-paced environment.

A high school diploma is required, along with proficiency in MS Office. You will handle the switchboard, mail, travel arrangements, notarial tasks, and daily office upkeep while maintaining a clean, organized workspace.

Qualifications

• High School Diploma or equivalent.
• Greet visitors and determine their business needs.
• Ability to multitask and prioritize in a fast-paced office.
• Proficient with MS Office (Outlook, Word and Excel).
• Detail-oriented with strong organization and communication.

Responsibilities

• Manage switchboard and route calls.
• Screen and direct phone inquiries.
• Maintain general mailbox and mail/shipping.
• Coordinate on-site meetings and travel for management.
• Prepare forms and update websites as required by customers or partners.
• Maintain office equipment and supplies; organize repairs and maintenance.
• Provide Notary Public services for the organization as needed.
• Support branch offices and organize monthly all-staff lunches.
• Manage company credit and fleet fuel cards.

Skills

Greet visitors

Multitask

Excellent communication

Detail oriented

Professional demeanor

Education

High School Diploma or equivalent

Tools

MS Office

Job description

The Office Assistant plays a vital role in ensuring smooth office operations by handling administrative tasks and supporting both office and construction field staff.

Qualifications and Experience:

• High School Diploma or equivalent
• The ability to comfortably greet visitors and determine the nature of their business; able to assist them with important matters
• Ability to multitask and prioritize is a must
• Proficient with computers and software applications including MS Office (Outlook, Word and Excel)
• Actively seeks ways to stay productive, maintain a clean and professional office environment, and improve administrative processes and workflows.
• The ideal candidate is detail-oriented, highly organized, able to manage multiple priorities in a fast-paced environment, and willing to pitch in with everyday office upkeep as needed
• Excellent interpersonal and communication skills, with a cheerful, professional demeanor and a strong service-oriented approach.

Key Responsibilities:

Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below:

• Manage the general switchboard and phone system as the "Voice of the Company"
• Provide relevant information to callers and screen and route calls to appropriate individuals
• Monitor general mailbox throughout the day
• Manage phone system for vacation and holiday coverage
• Maintain and distribute updated direct dial internal and external phone listings
• Manage incoming and outgoing mail and outbound shipping
• Prepare pre-qualification statements, forms, and update websites as required by customers, government agencies, vendors, and industry colleagues
• Manage a variety of office equipment, including copiers, printers, scanners, postage equipment, phones, and other office technology, Coordinating routine maintenance, service calls, repairs, and supplies as needed.
• Purchase, stock & organize office supplies, breakroom supplies, and company branded clothing
• Assist with the creation of signage and labels as required on construction projects
• Coordinate on-site meetings, company social activities, and travel arrangements for management
• Provide general support for branch offices Coordinate and execute monthly all-staff lunches, including planning, vendor coordination, setup, and clean-up.
• Obtain and maintain a Notary Public commission and provide notarial services for the organization as needed.
• Perform other projects as directed.
• Manage company credit and fleet fuel cards

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position reports to the Madison office and attendance in the office is required.

Westphal & Company is proud to be an Equal Opportunity Employer. Westphal does not discriminate against any person due to any protected classes or characteristics. Our employment decisions are based only on valid, job-related requirements.We arecommitted to providing a workplace where all employees are treated fairly and with respect.