Office Assistant (Madison, WI)

Westphal & Company, Inc.; Madison, Northern (WI, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Westphal & Company, Inc. seeks an Office Assistant to support daily operations, greet visitors, handle phones, manage mail, and assist field staff on construction projects.

You will coordinate meetings, maintain records, handle notary services, and ensure office efficiency. This role requires strong communication, organization, and a proactive, friendly demeanor in a Madison, WI office.

Qualifications

• High School Diploma or equivalent required.
• Ability to greet visitors and determine their business; assist with matters.
• Strong multitasking and prioritization in a fast-paced environment.

Responsibilities

• Manage the general switchboard and be the Voice of the Company.
• Screen calls and route to appropriate staff.
• Monitor the general mailbox daily.
• Coordinate vacation coverage and maintain phone listings.
• Handle incoming/outgoing mail and outbound shipments.
• Prepare pre-qualification statements and update websites as required.

Skills

Customer service

Multitasking

Interpersonal communication

MS Office

Attention to detail

Notary Public

Education

High School Diploma or equivalent

Tools

Copiers

Printers

Scanners

Postage equipment

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 anddeterminethe nature of their business; able toassistthem with important matters
• Ability to multitask and prioritize isa must
• Proficient with computers and software applications including MS Office (Outlook,Wordand Excel)
• Actively seeks ways to stay productive,maintaina 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 asmaintaincompetency in the procedures, work instructions, and other documentationrequiredfor 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 varietyof 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 employeeis regularly required tosit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employeeis occasionally required tostand,walk;reach with hands andarms;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 theessential functions. This position reports to the Madison office and attendance in the office isrequired.

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.

• Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.