Office Coordinator

First Supply LLC; Appleton (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

First Supply LLC is seeking an Office Coordinator to assist the Regional Accounting and Office Manager with day-to-day Human Resources, Accounting and Administrative duties. The ideal candidate will be customer service focused, organized, and proficient with communication.

The role emphasizes accuracy and urgency in handling accounting tasks, vendor coordination, and office operations to support a growing regional team in the Upper Midwest.

Qualifications

• Experience in general office/clerical work and multi-line telephone system.
• Ability to read, speak, understand and write English.

Responsibilities

• Assist with accounting functions for the branch/region including bank reconciliation and accounts payable.
• Code and submit paperwork and expenses for accounts payable and shipping invoices.
• Maintain vendor PO records and resolve inaccuracies with the team.
• Manage office equipment, supplies, security, and telecommunication systems.
• Coordinate staff meetings, trainings, and employee orientation.
• Ensure wage/hour accuracy in the timecard system and payroll reporting.

Skills

Customer service

Organizational skills

Communication

Time management

Microsoft Office

Excel

Tools

Microsoft Office

Excel

Job description

Overview

First Supply, a fifth-generation family-owned company, has served the Upper Midwest for over 125 years. Guided by our Employee Value Proposition,Where Tradition Meets Innovation, we foster a workplace where people learn, grow, and contribute to a company that values its heritage while embracing progress. Our teams take pride in supporting customers and communities, creating meaningful work and rewarding careers every day.

First Supply is seeking a skilled Office Coordinator to assist the Regional Accounting and Office Manager (RAOM) with day-to-day Human Resources, Accounting and Administrative duties. An excellent Office Coordinator is, above all, customer service focused, organized and great with communication. Looking for someone that is comfortable working with people and able to carry out accounting and administrative duties with accuracy, attention to details and urgency.

This is an exciting opportunity! First Supply value your opinion, helps you reach your goals, and makes it easy for you to maintain a work-life balance. Start your career today and have fun while doing it!

Responsibilities

• Assist with accounting functions for the branch/region
  • Balance ledger accounts including bank reconciliation, inter-company cash transfer account, promotional account, house operation account and cash account
  • Maintain and monthly reconcile the petty cash account
  • Work with the Credit Manager to reconcile/collect major accounts receivable
  • Cash/Credit Card functions including cash handling, credit card processing, tendering, POAs, Journal Entries
  • Maintain vendor PO records and work with the team to resolve any inaccuracies
  • Code and submit paperwork and expenses for accounts payable
  • Code and submit shipping invoices
  • Monitor and collect on employee purchase accounts
  • Provide back-up for routine billing both direct and inter-company direct
• Ensure all office equipment is installed properly and maintained in proper working condition and that required inventory is present for continued operation
  • Order necessary supplies of paper, labels, printer ribbons and other office and computer supplies
  • Maintain security and telecommunication systems
• Obtain and supervise repair and maintenance contracts for the building
• Maintain conference and/or training room calendars
• Coordinate staff meetings and trainings, counter days and promotional outings as directed by the General Manager
• Assist in providing orientation to new employees
• Ensure accuracy of wage and hour information in Ceridian Dayforce
  • Enter corrections into the timecard system
  • Prepare and submit biweekly hours report for payroll
• Other duties as assigned by the RAOM, Branch Manager or Operations Manager

Qualifications

• Experience in general office/clerical work and multi-line telephone system
• Experience in Accounting (preferred)
• Computer knowledge and skills particularly with Microsoft Office and Excel and the ability to learn First Supply LLC's business system
• Demonstrated organizational skills
• Ability to read, speak, understand and write English
• Ability to add, subtract, multiply and divide all units of measure
• Ability to be bonded as defined by First Supply LLC's fidelity bond insurance carrier
• Attendance on a regular and consistent basis

About First Supply

First Supply® is a leading main channel wholesale distributor, providing industrial customers and building contractors with an extensive line of products and services. We offer a wide range of manufacturer product lines across the plumbing, heating, air conditioning, builder, waterworks, pump/well & septic, industrial, and municipal markets. Headquartered in Madison, Wisconsin, First Supply has more than 700 employees across 29 operating facilities serving Wisconsin, Minnesota, Iowa, Illinois, and Michigan.

First Supply also owns and operates 18 Kitchen & Bath Stores across five Midwestern states under the Gerhard's Kitchen, Bath & Lighting and KOHLER® Signature Store by First Supply brands. Gerhard's is the largest, most versatile kitchen and bath store in the Upper Midwest, offering a wide variety of styles—from contemporary to traditional—along with unmatched service. The KOHLER Signature Stores are immersive kitchen and bath showrooms that provide a distinguished experience where designers and homeowners can get hands‑on with hundreds of exclusive KOHLER products.

With a 128-year legacy and a people-first culture, First Supply is committed to building a workplace where employees feel valued, supported, and inspired to grow their careers. That commitment has earned national recognition, including a spot on USA Today’s 2024 Top Workplaces in the USA, as well as honors as a Woman-Led Top Workplace and an Industry Top Workplace for Distribution.

First Supply LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.