Office Administrator (30 hours)

Full-time - Entry Level

Marshfield, WI

Fabricated Metal Product Manufacturing

About the position

The position involves a variety of administrative and support tasks aimed at ensuring the smooth operation of the office and assisting the sales department. The candidate will be responsible for preparing customer invoices, conducting margin analysis, and managing documentation related to orders and inventory. The role also includes customer interaction, both in person and over the phone, requiring a professional demeanor and excellent communication skills. The candidate will act as a super user for the AS400 system and will be involved in quality system requirements to ensure compliance with ISO 9001 standards.

Responsibilities

• Prepare accurate and timely customer invoices by gathering required paperwork for all daily shipments.
• Conduct margin analysis for orders under 5% and over 25%, correcting discrepancies as needed.
• Investigate, approve, and issue credit notes and vendor debit notes.
• Assist the sales department in resolving order costing issues.
• Answer and screen telephone inquiries professionally and efficiently.
• Greet visitors in a friendly and professional manner, ensuring they sign the visitor log and are provided appropriate safety wear (e.g., hard hats, safety glasses).
• Act as backup for the indirect material requisitioner.
• File A/P and A/R records, customer orders, and receivers.
• Serve as a super user for the AS400 system.
• Retrieve requested documentation for the sales team (e.g., invoices, MTRs).
• Enter inventory receipts into the system and scan corresponding documentation.
• Order office supplies and manage inventory.
• Apply document coding to invoices.
• Create reports and track purchase order receipts.
• Prepare customer delivery paperwork daily.
• Maintain reporting mechanisms for internal use.
• Monitor and report on daily production schedules.
• Run occasional errands, such as trips to the post office.

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with AS400 system (preferred).
• Professional demeanor with excellent communication and interpersonal skills.
• Experience with multi-line phone systems.
• Minimum 2 years of related office experience.
• Strong attention to detail and organizational skills.
• A willingness to support the team and grow with the company.